Front Office & Facilities Coordinator

In-Common Laboratories (ICL); Toronto; On-site; CAD 79,000 - 85,000; Full time

Benefits offered by this job

Competitive salary and benefits

Opportunity to join the private pension plan

Collaborative and innovative culture

Job summary

A prominent laboratory service provider in Toronto is looking for a Front Office & Facilities Coordinator. In this role, you will manage reception activities, coordinate patient appointments, and provide office support. This position requires strong multitasking and organizational skills, along with proven experience in administrative roles. The company offers competitive salary and benefits, and a supportive culture for its employees.

Qualifications

• Proven experience in an administrative assistant or office support role.
• Detail-oriented and methodical with a proactive mindset.

Responsibilities

• Manage the phlebotomy appointment schedule via the online booking system.
• Verify client information and respond to patient questions and inquiries.
• Greet and assist visitors in a courteous and professional manner.

Skills

Multitasking

Time management

Organizational skills

Verbal communication

Written communication

Education

High school diploma or equivalent

Job description

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Direct message the job poster from In-Common Laboratories (ICL)

• Reports to: HR Director
• Contract Type: Fixed-Term One-Year Contract (with likely extension/renewal based on business needs and performance)
• Hours: Full-Time during normal business hours
• Work Environment: Inclusive, innovative, and growth-oriented culture at the forefront of laboratory referral testing.
• Operational Focus: Front Desk Reception, Facilities Support and Office Administration, Patient Coordination

OVERVIEW

In-Common Laboratories (ICL) is seeking an efficient and highly organized Front Office & Facilities Coordinator to join our team. In this vital role, you will ensure the smooth daily operation of front desk reception, patient coordination, and facilities administration.

This is a dynamic, fast-paced role ideal for someone who enjoys variety, thrives on multitasking, and takes pride in creating a welcoming and well-functioning office environment.

WHY JOIN US?

Competitive salary and benefits

Opportunity to join the company’s private pension plan

Opportunity to make a difference

Collaborative and innovative culture

Supportive team culture that values your contributions

KEY RESPONSIBILITIES

• Manage the phlebotomy appointment schedule via the online booking system.
• Verify client information and respond to patient questions and inquiries
• Process custom requisitions, including preparing forms and documentation.
• Handle patient payments and issue receipts.
• Respond to client inquiries and assist with client account set-up.
• Greet and assist visitors in a courteous and professional manner.
• Provide general assistance to visitors.
• Maintain the visitor log and issue visitor badges.

Facilities & Office Support

• Receive deliveries (non-hazardous) and give couriers instructions.
• Distribute mail and handle internal sample drop-offs.
• Coordinate janitorial services to maintain cleanliness.
• Coordinate with facilities team re: daily facilities-related inquiries, complaints, or requests.
• Coordinate shredding service visits as per the schedule.
• Order organizational supplies, monitor and restock as needed.
• Organize and store materials, assist with conference bookings and ordering of branded assets.
• Support space and storage organization within the office.
• Keep communal areas and lunchroom cupboards orderly, well-stocked and well-organized.

Administrative Support

• Liaise with vendors and third-party service providers.
• Provide administrative support to department leads and team members.
• Organize and maintain custom requisitions in line with Quality Management System requirements.
• Upload and manage contracts in the contract management system.
• Oversee annual laboratory license renewals.
• Support senior leadership with calendar management, meeting coordination, note-taking, and summary preparation.
• Assist in organizing company events, including logistics and food orders.

QUALIFICATIONS

• High school diploma or equivalent (additional admin/secretarial training is a plus).
• Proven experience in an administrative assistant, or office support role.
• Strong multitasking, time management, and organizational skills.
• Detail-oriented and methodical with a proactive mindset.
• Excellent verbal and written communication skills.

Toronto, Ontario, Canada CA$79,000.00-CA$85,000.00 3 weeks ago

Toronto, Ontario, Canada $75,000.00-$85,000.00 2 weeks ago