Workplace Services Coordinator

Ernst & Young Advisory Services Sdn Bhd; Toronto; On-site; CAD 55,000 - 70,000; Full time

Job summary

A leading professional services firm in Toronto is seeking a Workplace Services Coordinator. This role involves managing office operations, coordinating maintenance and vendor invoicing, and providing administrative support. Ideal candidates will have a bachelor's degree and 3-5 years of administrative experience, along with strong organizational and communication skills. Join us in building a better working world.

Qualifications

• 3-5 years of experience in administrative support or similar role.
• Proven ability to manage multiple tasks and priorities.
• Detail-oriented with strong commitment to accuracy.

Responsibilities

• Assist with collaboration room reservations and manage reports.
• Schedule maintenance service calls and oversee cleanings.
• Manage vendor invoicing and coordinate orders for parts.
• Monitor inbox requests and submit service requests.
• Liaise with technology team for AV and IT requests.

Skills

Organizational skills

Communication abilities

Proficiency in Microsoft Office Suite

Problem-solving skills

Adaptability

Education

Bachelor's degree in business administration or related field

Tools

Microsoft Office Suite

Job description

At EY, we’re all in to shape your future with confidence.

We’ll help you succeed in a globally connected powerhouse of diverse teams and take your career wherever you want it to go.

Join EY and help to build a better working world.

Position Summary

EY is currently looking for a driven workplace services professional to join our dynamic team as a Workplace Services Coordinator in our Toronto office. In this role, you will play a crucial part in ensuring seamless office operations and exceptional service delivery, contributing to EY's reputation as a great place to work.

Key Responsibilities

• Reserve System: As a Reserve Coordinator, assist with collaboration room reservations, report issues with Condeco systems, and resolve reserve concerns, escalating as needed. Reserve rooms for training as needed, run daily reserve reports for multiple reservations, and send emails as required. Manage all‑day instant meeting reports and reserve office space for special requests from upper management.
• Maintenance and Facilities Management: Schedule service calls with vendors for any maintenance and operations. Follow up on service calls and schedule quarterly and yearly office cleanings. Arrange weekly carpet cleaning and service elevator reservations.
• Orders and Invoicing: Manage vendor invoicing, ensuring accuracy and timeliness. Coordinate and place orders for required parts and appliances and make service calls to ensure smooth office operations.
• Administrative Support: Monitor the WSG inbox and forward email requests to appropriate team members. Submit service requests with building management, vendors, and others. Update the file drawer listing and maintain an up‑to‑date list of all vendor names and contact information.
• IT and Technology Support: Liaise with the technology team for AV equipment and other IT requests in meeting rooms.
• Backup and Teaming: Cross‑train with other Workplace Services colleagues (Reception, mailroom, security, etc.) to assist and provide backup as needed. Provide support to other EY offices on tasks related to construction activities, including decommissioning, blocking floors for bookings, and updating floor plans.

Qualifications, knowledge and skills

• A bachelor's degree in business administration, management, or a related field is preferred.
• 3-5 years of experience in administrative support or a similar role, with a proven track record of effectively managing multiple tasks and priorities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook and Teams), with a proven ability to learn customized software/tools.
• Strong organizational skills, excellent communication abilities, and a proactive, self‑motivated attitude.
• Ability to work collaboratively in a team environment and build positive relationships with colleagues and vendors.
• Detail‑oriented with a strong commitment to accuracy and quality.
• Adaptable to changing priorities and able to work under pressure.
• Demonstrated problem‑solving skills and the ability to troubleshoot issues effectively.
• A positive attitude and a willingness to assist others in a team‑oriented environment.
• Overtime required as needed.

Diversity and Inclusion at EY / Inclusiveness at EY

Diversity and inclusiveness are at the heart of who we are and how we work. We’re committed to fostering an environment where differences are valued, policies and practices are equitable, and our people feel a sense of belonging. We embrace diversity and are committed to combating systemic racism, advancing gender equity and women in leadership, advocating for the 2SLGBTQIA+ community, promoting our neuro‑inclusion and accessibility initiatives, and are dedicated to amplifying the voices of Indigenous peoples (First Nations, Inuit, and Métis) nationally as we strive towards reconciliation. Our diverse experiences, abilities, backgrounds, and perspectives make our people unique and help guide us. Because when people feel free to be their authentic selves at work, they bring their best and are empowered to build a better working world.

EY | Building a better working world

EY is building a better working world by creating new value for clients, people, society and the planet, while building trust in capital markets.

Enabled by data, AI and advanced technology, EY teams help clients shape the future with confidence and develop answers for the most pressing issues of today and tomorrow.

EY teams work across a full spectrum of services in assurance, consulting, tax, strategy and transactions. Fueled by sector insights, a globally connected, multi‑disciplinary network and diverse ecosystem partners, EY teams can provide services in more than 150 countries and territories.