Workplace Experience Coordinator

Clutch Security; Toronto; On-site; CAD 60,000 - 70,000; Full time

Benefits offered by this job

Healthcare benefits

Dental & Vision coverage

Life insurance

Job summary

Clutch is seeking a Workplace Experience Coordinator to own the headquarters operations in Toronto and oversee a secondary off-site facility in Mississauga. The role combines hospitality, facilities coordination, and administrative support to ensure a smooth, professional work environment.

You will be responsible for daily office presentation, vendor management, safety and compliance, and event support, while collaborating with Real Estate, Facilities & Construction, IT, People Ops, and Finance

Qualifications

• Highly organized and detail-oriented; able to manage multiple priorities in a fast-paced environment.
• Experience coordinating vendors and service providers to keep facilities running smoothly.
• Strong administrative support and calendar management capabilities.
• Excellent written and verbal communication; professional first impression for visitors and partners.
• Proactive problem-solver with ownership mindset.

Responsibilities

• Own the day-to-day operation and presentation of the headquarters office.
• Remotely oversee and weekly inspect the second remote office facility in Mississauga.
• Maintain kitchens, meeting rooms, and common areas; ensure stock and cleanliness.
• Coordinate vendor services including cleaners, HVAC, electricians, and security providers.
• Process invoices, purchase orders, and maintain vendor records; support budget tracking.
• Assist with office renovations, furniture installs, and workplace changes.
• Prepare meeting materials, schedule meetings, and manage calendars.

Skills

Organizational skills

Vendor coordination

Facilities coordination

Administrative support

Communication skills

Multitasking

Microsoft Office

Tools

Jira

Confluence

Google Workspace

Canva

Job description

About Clutch

We’re on a mission to reinvent the way people buy, sell, and own cars. Are you game?

Clutch is Canada’s largest online used car retailer, delivering a seamless, hassle-free car buying and selling experience to drivers everywhere. Customers can browse hundreds of cars from the comfort of their home, get the right one delivered to their door, and enjoy peace of mind with our 10-Day Money-Back Guarantee… and that’s just the beginning.

Named three years in a row to the Globe & Mail’s list of the Top Growing Companies in Canada and also awarded spots on Deloitte’s Technology Fast 50™ and Fast 500™ lists, we’re looking to add curious, hard-working, and driven individuals to our growing team.

Headquartered in Toronto, Clutch was founded in 2017 and currently services Ontario, New Brunswick, Nova Scotia, and Prince Edward Island. Clutch is backed by a number of world-class investors, including D1 Capital, Altos Ventures, Canaan, Real Ventures, BrandProject, and BMO. To learn more, visit clutch.ca.

About the Role

We are on a mission to build a world-class team that drives innovation, growth, and excellence. As we scale rapidly, The Workplace Experience Coordinator is the owner of Clutch's headquarters workplace experience. This role is responsible for ensuring our downtown headquarters operates smoothly, efficiently, and professionally every day. From maintaining a clean, organized, and fully stocked office to coordinating vendors, managing facilities requests, and supporting employees, you'll help create an environment where people genuinely enjoy coming to work.

In addition, the role is responsible for the remote oversight and weekly inspection of a secondary off-site office facility located in Mississauga, Ontario.

This is a highly visible role that combines workplace hospitality, facilities coordination, office operations, vendor management, and administrative support. You'll work closely with the Real Estate, Facilities & Construction team while collaborating with IT, People Operations, Finance, Security, and external service providers.

The ideal candidate is someone who notices the little things before anyone else does, enjoys taking ownership, and finds satisfaction in solving problems before they become problems.

What You'll Do

Workplace Experience

Responsibilities include:

• Own the day-to-day operation and presentation of the headquarters office.
• Remotely oversight and weekly inspections of a second remote office facility.
• Conduct daily walkthroughs to ensure the office is clean, organized, fully stocked, and operating at a high standard.
• Keep kitchens, cafés, meeting rooms, collaboration spaces, and common areas clean, organized, and ready for use.
• Load, unload, and run dishwashers throughout the day to maintain clean kitchens and prevent dishes from accumulating.
• Restock snacks, beverages, coffee, tea, milk, kitchen supplies, and other pantry items.
• Manage inventory levels and order workplace supplies, groceries, and consumables.
• Ensure meeting rooms are reset and presentation-ready after each use.
• Welcome visitors, candidates, customers, and vendors while providing a professional first impression of Clutch.
• Coordinate employee lunches, celebrations, holiday decorations, recognition events, and workplace engagement initiatives.
• Continuously identify opportunities to improve the employee experience and office environment.

Office Operations & Facilities

Responsibilities include:

• Liaise with the landlord and property management regarding building maintenance, repairs, and operational issues.
• Coordinate service providers including cleaners, HVAC contractors, electricians, plumbers, security vendors, and other maintenance contractors.
• Track facilities issues through completion and ensure timely resolution.
• Perform routine workplace inspections and proactively identify maintenance or safety concerns.
• Coordinate office furniture repairs, workstation changes, and workplace moves.
• Manage office access cards, keys, visitor access, and building communications.
• Receive, organize, and distribute incoming mail, courier deliveries, and packages.
• Coordinate outgoing shipments and returns.Maintain office equipment and arrange repairs when required.Support workplace health and safety initiatives, emergency preparedness, and office compliance programs.

  Administrative & Team Support

  Support the Real Estate, Facilities & Construction team (in various other offices) with day-to-day administrative coordination.

  Responsibilities include:

  • Process invoices, purchase orders, and project expense documentation.
  • Obtain vendor quotations and assist with procurement activities.
  • Schedule meetings, coordinate calendars, and prepare meeting materials.
  • Maintain vendor records, contracts, lease documents, and workplace documentation.
  • Track action items and maintain project and facilities trackers.
  • Coordinate contractor access and building logistics for projects and maintenance activities.
  • Assist with budget tracking and departmental administrative tasks.

  Project Coordination

  Support workplace improvement initiatives and facility projects across Clutch.

  Responsibilities include:

  • Assist with office renovations, workplace improvements, and furniture installations.
  • Coordinate deliveries and contractor schedules.
  • Support new office openings, expansions, and workplace changes.
  • Assist with workplace audits and facility inspections.
  • Provide operational support for special projects as assigned.

  What We're Looking For

  • We're looking for someone who takes pride in creating exceptional workplaces.
  • Highly organized with exceptional attention to detail.
  • Service-oriented and passionate about creating outstanding employee experiences.
  • Proactive and resourceful, with a strong sense of ownership.
  • Comfortable managing multiple priorities in a fast-paced environment.
  • An excellent communicator who enjoys working with people at every level of the organization.
  • Comfortable coordinating vendors, contractors, and external service providers.
  • A natural problem solver who takes initiative and follows through.
  • Professional, approachable, and dependable.
  • Continuously looking for ways to improve workplace operations and efficiency.

  Qualifications

  • 2–5 years of experience in workplace operations, office management, hospitality, facilities coordination, executive administration, or a related field.
  • Experience coordinating vendors and service providers.
  • Strong organizational, administrative, and multitasking skills.
  • Excellent written and verbal communication skills.
  • Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint).
  • Experience with Jira, Confluence, Google Workspace, Canva, or similar workplace tools is considered an asset.
  • First Aid/CPR certification, Health & Safety training, or Facilities Management experience is considered an asset.

  Physical Requirements

  • Ability to move throughout office and workplace environments throughout the day.
  • Ability to occasionally lift or move items up to 25 lbs.
  • Comfortable performing light physical tasks such as stocking supplies, setting up meeting rooms, organizing deliveries, and moving office equipment.
  • Flexibility to occasionally adjust working hours to support meetings, events, or operational requirements.
  • Willingness to travel approximately once a week to a remote office facility in Mississauga

  Why you’ll love it at Clutch:

  • Autonomy & ownership – opportunity to build your process and influence the company workforce and at every level.
  • Help shape the future of car buying and selling in Canada by leading a critical part of our customer experience.
  • You’ll have a broad and direct ownership over [Field of work] during a phase of rapid growth.
  • We are dedicated to attracting and retaining top talent with top-of-market compensation packages.
  • Above market health & dental benefits.

  Employment Type:

  • New, Permanent Full-Time

  Compensation & Benefits:

  • Salary range: $60,000-$70,000 per annum
  • Benefits: Comprehensive benefits plans include healthcare, dental care, vision care, prescriptions, life insurance and dependent coverage; start from day 1.
  • Pay decisions reflect objective criteria: skills, performance, market benchmarking, responsibilities and working conditions.

  Clutch is committed to fostering an inclusive workplace where all individuals have an opportunity to succeed. If you require accommodation at any stage of the interview process, please email [e-mail].