Workplace Experience Coordinator

ION Facility Services Inc.; Montreal (administrative region); Hybrid; CAD 60,000 - 90,000; Full time

Job summary

ION Facility Services Inc. in Montreal, QC is seeking a Workplace Experience Coordinator to optimize daily office operations and employee experience within a corporate office environment.

The role partners closely with the Facility Manager Site Leader to coordinate procurement, space management, events, vendor oversight, access control, and facilities-related processes while maintaining a professional, high-volume workspace.

Qualifications

• 5-10 years' experience in workplace experience, office coordination, or facilities support.
• Highly professional written and verbal communication skills.
• Strong problem-solving and troubleshooting abilities in fast-paced environments.

Responsibilities

• Support the FM Site Leader with day-to-day office needs, including supplies, maintenance, and facilities management.
• Provide general administrative support for special projects and ongoing tasks.
• Manage all aspects of office operations: procurement, space management, employee experience, events, vendor oversight, repairs, security, and food & beverage services.
• Gather employee feedback via surveys and check-ins to improve workplace experience.
• Schedule trainings for third parties and ensure timely follow-up.
• Assist event planning, including coordination with the landlord and access, permits, and technical support for common areas.
• Create ID badges and manage access permissions for archive rooms.
• Oversee locker management and distribution.
• Handle site lease tasks: contract signatures, invoice tracking, approvals.
• Answer phone calls and route complaints.
• Report maintenance/repair issues to technicians and Facility Manager.

Skills

Workplace coordination

Administration

Vendor coordination

Facilities support

Event planning

Access control

Communication

Problem solving

Job description

Join our dynamic team
at ION Facility Services.

Workplace Experience Coordinator | Montreal, QC | Full-Time | Bilingual (FR/EN) | 5-10 Years Experience

We're seeking an experienced Workplace Experience Coordinator to help ensure an efficient workplace in a corporate office environment.

This role also supports daily office operations, employee experience, vendor coordination, and facilities processes while working closely with the Facility Manager Site Leader.

Key Responsibilities

• Support the FM Site Leader with day-to-day office needs, including supplies, maintenance, and overall facilities management.
• Provide general administrative support for special projects and ongoing tasks.
• Manage all aspects of office operations, including procurement, space management, employee experience, internal events, vendor oversight, repairs and maintenance, security processes, and food & beverage services.
• Gather employee feedback through surveys and check-ins and use insights to improve workplace experience.
• Schedule trainings assigned to third parties and ensure follow-up to keep them on track.
• Support event planning, including coordination with the landlord, setup arrangements, and communication regarding mall entrance access, permits, and technical support for common areas (roof access, corridors, elevators, etc.).
• Create ID badges (Novartis and WW cards) and manage access permissions for archive rooms.
• Oversee locker management and distribution.
• Handle administrative tasks related to the site lease, including contract signatures, invoice tracking, and coordinating necessary approvals or alignments.
• Answer phone calls and route complaints appropriately.
• Report any maintenance or repair issues to the technician and Facility Manager.

Requirements

• 5-10 years' experience in workplace experience, office coordination, or facilities support.
• Highly professional written and verbal communication skills.
• Strong problem-solving and troubleshooting abilities, especially in fast-paced or high-volume environments.