Corporate Services Coordinator

About Four Seasons:

Four Seasons is powered by our people. We are a collective of individuals who crave to become better, to push ourselves to new heights and to treat each other as we wish to be treated in return. Our team members around the world create amazing experiences for our guests, residents, and partners through a commitment to luxury with genuine heart. We know that the best way to enable our people to deliver these exceptional guest experiences is through a world-class employee experience and company culture.         
At Four Seasons, we believe in recognizing a familiar face, welcoming a new one and treating everyone we meet the way we would want to be treated ourselves. Whether you work with us, stay with us, live with us or discover with us, we believe our purpose is to create impressions that will stay with you for a lifetime. It comes from our belief that life is richer when we truly connect to the people and the world around us.

About the location:

Four Seasons Hotels and Resorts is a global, luxury hotel management company. We manage over 120 hotels and resorts and 50 private residences in 47 countries around the world and growing. Central to Four Seasons employee experience and social impact programming is the company’s commitment to supporting cancer research, and the advancement of diversity, inclusion, equality and belonging at Four Seasons corporate offices and properties worldwide. At Four Seasons, we are powered by people and our culture enables everything we do.

Corporate Services Coordinator

To provide support to the Corporate Services department with focus both internally and externally.

What You’ll Be Doing:

General Office Administration

• Provide daily support for 550 employees and over 100 consultants.
• Coordinate Off-site file storage and shredding services.
• Document departmental meeting minutes.
• Support with on-site conferences and event coordination (ie. Furniture rental, flower order, etc.)
• Provide general support and complete other duties assigned with an effort to build collaborative working relationships across departments and teams.
• Conduct new hire orientations and building tours.
• Provide back-up coverage at reception as needed.

Invoicing, Purchasing and Accounts

• Process all invoices related to Corporate Services and upload to Concur Invoice with proper coding.
• Process monthly Visa reconciliation and provide catering invoice support.
• Order general facilities supplies on a monthly and ad-hoc basis including cleaning supplies.
• Review expense reports and re-class as required.
• Produce Purchase Requests.
• Liaise with vendors on scheduling of services, requests, and billing.

Facilities

• Assist in managing maintenance requests (office furniture repairs, climate control, burnt out light bulbs etc.)
• Conduct building inspection at least two times a week and reporting noted deficiencies to Corporate Services Manager.
• Coordinating and supervising service vendors related to general building repairs, office plants, moving services, rental furniture, office keys, dry cleaning, hygiene supplies and service.

Security

• Generate security reports
• Create badges for new hires and consultants
• Complete semi-annual audits to ensure security system is up to date
• Synchronization of employee account to meal benefit program.
• Assist with after office hours security and/or facilities inquiries

Project Management

• Assist in Corporate Services projects and events activities.
• On-site event coordination in partnership with internal stakeholders

Health and Safety

• Coordination of employee ergonomic assessments.
• Inspection of all on-site health and safety supplies and equipment.

What You Bring:

• Three to five years of related work experience.
• Facility related certifications and/or designation (i.e., IFMA, BOMI) an asset.
• University degree and/or post-secondary education related experience in Facilities Management and Office Administration.
• Proficient in MS office (Word, Excel and PowerPoint).
• Experienced with accounting or budgeting software (SAP Concur etc.)
• Sound knowledge in building maintenance and financial terms and principles.
• Excellent communication skills.
• Ability to work with all levels of management.
• Excellent organizational skills.
• People oriented, self-starter and team player.
• Ability to multi-task and prioritize projects and requests.

This role will be a Hybrid working model, which will require 3 days per week in the Four Seasons Corporate Office located at 1165 Leslie Street, Toronto, Ontario #LI-Hybrid

Four Seasons is committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If contacted for an employment opportunity, please advise Human Resources if you require accommodation.