Business Support Coordinator (12-Month Contract)

What You'll Do

Create an exceptional workplace experience

• Act as the primary point of contact for our Toronto and Santa Clara offices.
• Ensure our offices are welcoming, organized, fully stocked, and ready for employees and visitors every day.
• Build strong relationships with building management, cleaning services, and other office vendors.
• Manage office supplies, snacks, IT equipment, and company swag, ensuring inventory levels are maintained.
• Keep our kitchen and shared spaces organized, ensuring supplies are replenished and daily cleaning standards are met.

Keep the business running smoothly

• Coordinate senior leadership travel, including flights, hotels, and itineraries.
• Assist employees with travel expense reports and related administrative support.
• Manage office expenses, reconcile company credit cards, and maintain accurate records.
• Support our Finance team with day-to-day administrative tasks.

Support our employee experience

• Assist with onboarding new employees, including preparing workstations, coordinating welcome activities, and ensuring a smooth first-day experience.
• Provide administrative support to the HR team across a variety of people-related activities.
• Assist with offboarding activities, including coordinating equipment returns, system access requests, and documentation.
• Respond to general employee inquiries and direct requests to the appropriate HR team members.

Bring our culture to life

• Plan and coordinate office celebrations, team events, and employee engagement activities.
• Organize onsite and offsite meetings, including executive meetings, ensuring every detail is taken care of.
• Look for opportunities to improve office processes, simplify workflows, and create efficiencies as our company scales.

What You Bring

• 2+ years of experience in office coordination, workplace experience, administrative support, executive support, or a similar role where you’ve had the opportunity to make a positive impact on the employee experience.
• A proactive and thoughtful approach — you naturally anticipate what needs to be done, take ownership, and enjoy finding ways to make things run more smoothly.
• Strong organizational skills and attention to detail, with the ability to balance multiple priorities while keeping things on track.
• A people-first mindset and a genuine desire to create a welcoming, helpful, and positive experience for employees, leaders, and guests.
• Experience coordinating travel, managing expenses, or supporting senior leaders is an asset.
• You can work independently, use good judgment, and confidently manage day-to-day responsibilities while knowing when to collaborate with others.
• You are able to handle confidential information with care, professionalism, and discretion.
• You have strong proficiency using Microsoft Office and other workplace productivity tools.