Facilities and Workplace Coordinator

About CompugenCompugen is Canada's largest privately-owned Technology Ally. To innovate industries, transform businesses, connect communities, and drive meaningful change, we must think bigger, reach broader, and act bolder. Through knowledge, curiosity, and collaboration, Compugen helps organizations delivering experience by design. This is what it means to be human-centered and technology-enabled.Dreaming, designing, and delivering isn't just a mantra for us — it's a way of life. We believe that technology is the conduit, but our people – they are the connection that truly makes the magic happen!Our CultureWe are a human-centered culture where we prioritize your well-being and are invested in helping you reach your fullest potential. We're not only focused on achieving our goals — we're dedicated to helping you achieve yours.If you're relentlessly curious, driven to make a difference, and collaborative at the core, then you belong with us.Position OverviewThe Facilities and Workplace Coordinator will ensure the smooth operation of our facilities, acting as the primary point of contact for vendors, deliveries, and facility-related inquiries. In this role, you will also support workplace operations by assisting with administrative and maintenance tasks as required. The ideal candidate brings a strong organizational mindset, excellent customer service, and the ability to multitask effectively.Key ResponsibilitiesFacilities OperationsServe as the main contact for vendors, contractors, and delivery personnel, ensuring timely coordination and smooth access to the site.Oversee and maintain the visitor sign-in system, ensuring seamless and secure tracking of visitors and vendors (e.g., using platforms like Envoy or Proxyclick).Manage facility service requests through the work order system (e.g., Flowpath), ensuring timely resolution and clear communication.Conduct regular walkthroughs of facilities to identify potential maintenance issues and proactively address them.Create, issue, and manage FOBs for staff, vendors, and guests, ensuring accurate record-keeping.Monitor vendor contracts and service agreements for compliance with SLAs (service level agreements). Maintenance and ComplianceOversee routine maintenance schedules, including fire extinguisher checks, eye wash station refills, and HVAC inspections.Participate in health and safety initiatives, including monthly warehouse inspections, ergonomic assessments, and bi-annual fire drills.Ensure facilities are in compliance with ISO, health and safety, and other regulatory standards, supporting internal and external audits as required.Track building systems performance (e.g., lighting, HVAC, plumbing) and work with contractors to address any deficiencies.Communicate scheduled maintenance, outages, or projects to internal stakeholders, minimizing disruptions to operations. Administration and Workplace SupportManage incoming and outgoing mail and deliveries, ensuring timely notification and distribution.Monitor and maintain office supply inventory, placing orders as needed.Assist with the planning and setup of workplace initiatives, including meeting room preparation, workstation changes, and employee move coordination.Maintain accurate records in Excel and other tools, including tenant information, vehicle parking registrations, and maintenance logs.Provide clerical and administrative support to the Facilities AdministratorProvide after-hours phone support for facility-related emergencies, ensuring swift resolution.Infrequent after hours work as necessary. Skills & QualificationsStrong organizational and multitasking abilities; capable of working independentlyProficiency in Microsoft 365 (Outlook, Excel, Teams) and experience with work order systems (e.g., Flowpath).Familiarity with visitor sign-in systems an asset.Excellent communication and interpersonal skills with a focus on customer service and stakeholder engagement.Prior experience in facilities coordination and/or workplace operations preferred. What Compugen Offers YouExciting, fast-paced challenging work environmentA culture where authenticity and diversity are valuedProfessional developmentParticipation in Women in Technology NetworkOpportunities to give back to our local communitiesCollaborative supportive team membersRemote work/hybrid work optionsWork/life flexibility Equity StatementAt Compugen, we're committed to diversity, equity and inclusion, actively recruiting from all groups. We provide accommodation upon request to all applicants during the recruitment process. At Compugen, we believe that everyone deserves a seat at the table. If you require an accommodation, our People & Culture representative will work with you to meet your needs.