Office Operations Coordinator

Lumenpulse; Longueuil; On-site; CAD 36,000 - 48,000; Full time

Benefits offered by this job

On-site gym

Flexible hours

Subsidised cafeteria

Public transport nearby

RRSP contribution

Job summary

Lumenpulse is seeking a proactive Office & Facilities Coordinator to ensure a clean, fully functional workspace and a welcoming front desk presence in Longueuil, Canada.

You will support HR administration, coordinate vendors, and manage mail, access systems, and visitor logistics while interacting daily with colleagues in both English and French.

Qualifications

• At least two years of experience in office coordination, facilities management, hospitality or a related field.
• Customer-service mindset with strong communication and interpersonal skills.
• Excellent organisation and attention to detail, able to juggle many requests.
• Proficiency in Microsoft Office and comfortable learning new systems.
• Professional French and English, spoken and written in daily collaboration with colleagues and partners.

Responsibilities

• Coordinate with building management, cleaning crews and maintenance vendors to complete requests.
• Keep office, kitchen and meeting-room supplies stocked and areas presentable.
• Handle mail, fob passes, door access, alarm system and Bell machine.
• Greet visitors, manage arrivals, organise catering, travel bookings and events.
• Answer calls, monitor inboxes and voicemails, and communicate updates.
• Welcome new production employees, manage HR admin tasks and training records.

Skills

Customer service mindset

Communication

Organisational skills

Bilingual English/French

Attention to detail

Microsoft Office

Tools

Microsoft Office

Job description

You are the first face of the company and the person who keeps the office facility running: a clean and fully operational workspace, a professional welcome for every visitor, client, employee. A dependable administrative support for the team and for HR on the production floor. You work directly with building management, cleaning and maintenance vendors, caterers and travel providers, HR, and production supervisors.

What you will do

Building and facilities

• Coordinate with building management, cleaning crews and maintenance vendors, and follow every request through to completion.
• Keep office, kitchen and meeting-room supplies stocked and common areas presentable.
• Handle incoming and outgoing mail (Canada Post), fob passes, door access and the alarm system, and manage the Bell machine.

Visitors, clients and events

• Greet visitors and manage visitor arrivals through the Greetly check-in bot.
• Organise meeting hospitality (catering, room set-up), client-visit logistics, and hotel, restaurant and travel bookings.
• Ship samples, giveaways and packages between departments, and organise internal activities and events.

Reception

• Answer and direct calls, and monitor general inboxes, faxes and voicemail.
• Send building updates, cafeteria menus and 21st Century communications.

New hires and HR administration

• Welcome new production employees ; punch chips, absence card, safety glasses, and a check of safety boots and clothing.
• Enter employee training, scan and file operational checklists
• Support production management and HR with ad hoc administrative tasks.

What you bring

• At least two years of experience in office coordination, facilities management, hospitality or a related field.
• A customer-service mindset, with strong communication and interpersonal skills.
• Excellent organisation and the ability to juggle many requests at once, with close attention to detail.
• Proficiency in Microsoft Office, and comfort learning new systems.
• Professional French and English, spoken and written. This role deals every day with colleagues, customers and partners in both languages.
• Assets: client-facing or hospitality experience, facility maintenance or vendor coordination, HR administration or manufacturing experience

Working conditions

• Office environment, based at the front desk for most of the day. Availability on Monday mornings and late afternoons for the new-employee welcome. Occasional light lifting and local travel.

We are excited about your contribution to our dynamic team, but we want you to be excited about what we can do for you. Here are some of the main advantages we offer our employees:

• Employee recognition programs
• Flexible hours (if applicable)
• An on-site, employee-only gym
• A subsidised cafeteria
• Headquarters close to public transportation
• Employer-subsidised social activities
• Personal protective and safety equipment provided
• Employer RRSP contribution of up to 6%

Location

Longueuil