Workplace Experience Specialist

HelloFresh; Toronto; On-site; CAD 65,000 - 75,000; Full time

Benefits offered by this job

Health & dental benefits from day 1

RRSP matching

Generous vacation and PTO

Parental leave top-up

L&D fund

Discounts on HelloFresh boxes

Job summary

HelloFresh in Toronto, Canada is seeking a Workplace Experience Specialist to lead campus operations, space planning, and employee engagement. This on-site role coordinates vendor management, safety compliance, and budgeting to create a vibrant workplace for a matrix-organized team.

The position emphasizes space optimization, policy ownership, and collaboration with senior leaders to drive a culture of excellence while supporting hybrid work flexibility.

Qualifications

• Combination of education in Human Resources and 3+ years of experience in HR, Office Management, Facilities Management, or Workplace Strategy.
• Proven experience in managing office moves, renovations, or large-scale process improvements.
• Strong ability to engage and influence senior business leaders and manage diverse stakeholder needs.
• Adaptability to thrive in a high-pressure, ambiguous environment.
• Excellent interpersonal skills with a customer-service mindset toward employee experience.
• Proficiency in office management software, space planning tools, and Microsoft Office Suite.

Responsibilities

• Direct Office Operations: Oversee the daily maintenance and functionality of the 110 Spadina office and other locations as required.
• Vendor & Contract Management: Act as the primary liaison for all building management, cleaning services, security, and maintenance vendors to ensure high standards of service.
• Health & Safety Compliance: Ensure the workplace meets all local health and safety regulations, acting as a lead for emergency response planning and workplace audits.
• Budgeting: Manage the workplace budget, including office supplies, catering, facilities repairs, and campus improvement projects.
• Capacity Management: Lead office space planning and workspace allocation to effectively accommodate teams from a matrix organization.
• Design & Optimization: Collaborate with cross-functional teams to optimize office layout, furniture configurations, and technology integration to support diverse working styles.
• Policy Ownership: Serve as the primary point of contact for workplace policies, office logistics, and physical environment enhancements.
• Engagement Programs: Develop and implement on-site events and engagement initiatives that foster community among on-site and hybrid employees.

Skills

Office management

Facilities management

Workplace strategy

Stakeholder management

Communication

Space planning

Tools

Microsoft Office

Space planning tools

Job description

S'more About The Team

The Workplace Experience Specialist role is responsible for the end-to-end management of the physical office environment and the daily employee experience. This role ensures that the Toronto campus is a high-functioning, inclusive, and engaging hub for employees within a matrix organization. You will lead the workplace strategy, overseeing facility operations, space planning, and local engagement programs to foster a productive and vibrant culture.

This is a fully on-site role from Monday to Friday.

Lettuce Share What This Role Will Be Responsible For

Campus Operations & Facility Management

• Direct Office Operations: Oversee the daily maintenance and functionality of the 110 Spadina office and other locations as required.
• Vendor & Contract Management: Act as the primary liaison for all building management, cleaning services, security, and maintenance vendors to ensure high standards of service.
• Health & Safety Compliance: Ensure the workplace meets all local health and safety regulations, acting as a lead for emergency response planning and workplace audits.
• Budgeting: Manage the workplace budget, including office supplies, catering, facilities repairs, and campus improvement projects.

Workplace Strategy & Space Planning

• Capacity Management: Lead office space planning and workspace allocation to effectively accommodate teams from a matrix organization.
• Design & Optimization: Collaborate with cross-functional teams to optimize office layout, furniture configurations, and technology integration to support diverse working styles.
• Policy Ownership: Serve as the primary point of contact for workplace policies, office logistics, and physical environment enhancements.

Employee Experience & Engagement

• Engagement Programs: Develop and implement on-site events and engagement initiatives that foster community among on-site and hybrid employees.
• DEI & Well-being: Work with our ERGs to drive initiatives related to diversity, equity, and inclusion (DEI) and employee well-being within the physical workspace.
• Onboarding Support: Manage the onboarding experience for new hires, ensuring their onboarding, orientation (including leading new hire presentations when required), workspace and tools are ready for a seamless start.
• People Team Support: Provide administrative support to the people team on an as needed basis.

Leadership & Team Management

• Team Collaboration: Collaborate closely with Workplace Experience Admin to ensure smooth workplace experience for all employees.
• Strategic Advocacy: Collaborate with senior leadership to shape long-term workplace strategies and advocate for investments in facilities and technology.
• Culture of Excellence: Foster a culture of innovation and proactive problem-solving within the workplace team.
• All other duties, as assigned

Sound a-peeling? Here's what we're looking for

• Experience: A combination of education in Human Resources and 3+ years of experience in Human Resources, Office Management, Facilities Management, or Workplace Strategy.
• Project Management: Proven experience in managing office moves, renovations, or large-scale process improvements.
• Stakeholder Management: Strong ability to engage and influence senior business leaders and manage diverse stakeholder needs.
• Adaptability: Ability to thrive in a high-pressure, quickly changing environment with a great deal of ambiguity.
• Communication: Exceptional interpersonal skills with a \"customer-service\" mindset toward employee experience.
• Tools: Proficiency in office management software, space planning tools, and Microsoft Office Suite.

Let's cut to the cheese, this is why you'll love it here

• Box Discount - Amazing discounts on 1 box per week! 75% discount on weekly HelloFresh and Chefs Plate meal kits AND 50% off weekly Factor meal box.
• Health & Wellness - Health & Dental benefits from day 1, a Health Spending Account, unlimited access to the Headspace app to meet your self-care needs, and 25% discount on GoodLife fitness memberships!
• RRSP Matching - Competitive RRSP matching program offered
• Vacation & PTO - Time off is also an important part of self-care! We offer generous vacation and PTO to help you create a good work-life balance.
• Family Benefits - A parental leave top-up program for expectant parents.
• Growth & Development - We support your career progression, provide development opportunities, and invest in your continued learning through our organization wide L&D fund.
• Work Hard & Have Fun - From team socials to engaging company days, you’ll have plenty of opportunity to experience the fun!
• Diversity & Inclusion Initiatives - With impactful ERG’s like FreshPride, Women Empowered and LIMES, we are committed to our diversity, equity & inclusion efforts.
• Food Puns - this one is kind of a big dill if you haven’t already noticed. We even have some punny meeting room names!

Flexible Hybrid Approach

At HelloFresh, we know that flexible work arrangements are essential in enabling you to do your best work, while balancing your personal and life needs. Offering remote work flexibility, along with the opportunity to interact and collaborate in the office are all a part of creating a great employee experience. To meet these needs, we are pleased to provide Flexible Hybrid work. Flexible Hybrid is a people-first approach that is based on choice, trust, personalization, and empowers teams to choose when and how often they work from the office and work from home, in addition to team days and company days. This means a minimum of 2 days in office per week, with most teams in office between 2-3 days a week.

Working Conditions

It’s no surprise that as a food company, we use many ingredients that may be considered common allergens (i.e. peanuts, tree nuts, milk, etc.). Whether this role is based out of our headquarters or one of our distribution centers, it is possible that you may be exposed to such allergens in this role. If you have any concerns with being exposed to any particular food ingredients, including meat, please disclose this during the hiring process. HelloFresh Canada uses AI-integrated technology to help us process and evaluate applications more efficiently. This includes tools that screen and assess candidate qualifications based on the requirements for this role. While these tools assist our workflow, all final selection decisions are made by our hiring team. This is a posting for an existing vacancy. We are actively seeking to fill this position.

Toronto, ON

Pay Range

$65,000-75,000 CAD