Workplace Experience Coordinator

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.