Workplace Operations & Experience Coordinator

UL Solutions; Toronto; On-site; CAD 48,000 - 58,000; Full time

Benefits offered by this job

Health benefits

Dental and vision

Vacation and holidays

Paid personal days

Job summary

UL Solutions in Toronto, ON seeks a Workplace Operations & Experience Coordinator to oversee front-of-house services and global facilities operations. The role ensures a professional welcome for clients and visitors, manages conference room reservations, and coordinates catering/AV services while maintaining service standards.

You will collaborate with Facilities, IT, and Security to resolve issues, manage inventory, and support vendor compliance.

Qualifications

• 2–5 years in facilities operations, hospitality, or office services with vendor management experience.
• Experience with work order systems and dashboards is a plus.
• Proficient in MS Office; Excel and Outlook.
• Bilingual in French is a plus.

Responsibilities

• Oversee front-of-house operations and welcome visitors with professionalism and warmth.
• Manage conference rooms: reservations, conflicts, and weekly utilization reporting.
• Set service standards for catering/AV and coordinate escalation paths.
• Handle call routes, mail and package notifications during peak periods.
• Coordinate daily readiness across facilities, IT, and security with cross-functional teams.
• Maintain inventory and coordinate replenishment with vendors; process purchase orders and invoices.
• Support vendor coordination, insure documentation, and assist quarterly reviews.
• Assist with work order triage, KPI tracking, dashboards, and monthly reporting.

Skills

Vendor management

Cross-functional coordination

Communication

Dashboard creation

Microsoft Excel

Power BI

Education

High School Graduate

Tools

Brightly Asset Essentials

Visitor management system

Job description

Workplace Operations & Experience Coordinator

Toronto, ON, Canada

Responsibilities

Front-of-House Oversight (40%)

• Oversee the front-of-house experience, welcome direct clients, candidates, vendors, employees, and visitors with professionalism and warmth upon arrival. Verify and register visitors using the building’s visitor management system to ensure compliance and safety.


• Manage the self-service conference rooms by assisting with the internal reservation system, helping resolve booking conflicts, ensuring meeting details are complete, and contributing to weekly utilization reporting to maintain space readiness and scheduling standards.


• Set service standards for catering/AV requests and coordinate escalation paths; measure on-time readiness and service recovery.


• Responsible for call routes, mail and package notifications during peak periods to ensure consistent front-of-house operations and reliable service delivery.

Global Facilities Operations (60%)

• Ensure daily readiness across multiple suites and the main conference center by coordinating Facilities, IT, and Security teams; meet with cross-functional teams to identify and resolve operational issues and contribute to continuous improvement initiatives.


• Monitor and maintain front-of-house inventory levels (e.g., guest supplies, office consumables); coordinate timely replenishment with approved vendors, process purchase orders, and verify invoice accuracy to ensure smooth daily operations and cost control.


• Assist with vendor coordination by maintaining up-to-date contractor registers, tracking insurance and compliance documentation (e.g., COIs, safety orientation records), and supporting quarterly business review preparation to help monitor service level performance.


• Assist with the work order system by supporting work order triage and dispatch, helping track key performance indicators (e.g., first-time fix rate, cycle time, backlog age), and contributing to monthly dashboard preparation and corrective action reporting.


• Assist with onboarding global vendors in the supplier platform by helping ensure data completeness, tracking policy acknowledgments, and supporting integration into purchase order and invoice workflows.


• Maintain standard operating procedures (SOPs) and reference materials for cross-site operational tasks and shared resources; ensure documentation remains current, accessible, and aligned with practices adopted by peer locations.


• Read and follow the Underwriters Laboratories Code of Conduct, and follow all physical and digital security practices.


• Performs other duties as required.

Qualifications

• Minimum 2-5 years of experience in facilities operations, corporate hospitality, or office services, with demonstrated responsibility for vendor management and service level agreements (SLAs).


• Hands-on experience with work order system (Brightly Asset Essentials) and visitor/room systems; able to build dashboards (Excel/Power BI) and present trends.


• Demonstrated program ownership, cross-functional coordination, and continuous improvement.


• Excellent communication and diplomacy when interfacing with senior staff, vendors, and external partners.


• Demonstrated discretion in handling sensitive data and internal processes.


• Bilingual in French is a plus.


• High level of proficiency in Microsoft Office Suite, including Excel and Outlook.

This is an Onsite position in our Toronto office.

What we offer:

• Total Rewards: We understand compensation is an important factor as you consider the next step in your career. The estimatedsalary range for this position is $48,000 to $58,000 CAD and is based on multiple factors, including job-related knowledge/skills, experience, geographical location, as well as other factors. This position is eligible for annual bonus compensation with a target payout of 5% of the base salary. This position also provides health benefits including dental and vision; wellness benefits such as mental and financial health; and retirement savings commensurate with the standard rewards offered in Canada. We also provide full-time employees with paid time off including vacation (15 days), statutory holidays and 3 personal days and sick time off (80 hours).

About Us

A global leader in applied safety science, UL Solutions (NYSE: ULS) transforms safety, security and sustainability challenges into opportunities for customers in more than 110 countries. UL Solutions delivers testing, inspection and certification services, together with software products and advisory offerings, that support our customers’ product innovation and business growth. The UL Mark serves as a recognized symbol of trust in our customers' products and reflects an unwavering commitment to advancing our safety mission. We help our customers innovate, launch new products and services, navigate global markets and complex supply chains, and grow sustainably and responsibly into the future. Our science is your advantage.

Job Info

• Job Identification 10296


• Job Category Administrative/Clerical


• Posting Date 07/28/2026, 02:48 AM


• Degree Level High School Graduate


• Job Schedule Full time


• Job Shift Day


• Locations 7 Underwriters Road, Toronto, ON, M1R 3B4, CA