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Senior Workplace Coordinator

Harvey· Human Resources
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TorontoCA$76k - CA$114kFull-timePosted 5d ago

About the role

Senior Workplace Coordinator responsible for end-to-end office operations in Harvey's Toronto site, including space, vendors, front of house, events, onboarding, budgeting, safety, and systems, with independent management and collaboration with global Workplace team.

Responsibilities

  • Hold the office to the standard the Workplace team sets for appearance, cleanliness, and readiness, and flag what is slipping before it becomes visible
  • Walk the office daily and find maintenance needs, safety concerns, and service gaps before anyone reports them
  • Be the first person anyone asks about how the space works
  • Hold the day-to-day relationship with iQ Offices and building management: work orders, approvals, access, and follow-through
  • Manage facilities issues (HVAC, plumbing, lighting, doors, appliances, repairs), managing iQ through resolution, and confirm the fix held
  • Coordinate deliveries, freight, and loading dock bookings within the building's rules
  • Escalate any building matter that carries cost, risk, or precedent to your manager
  • Keep the Toronto vendor book current: contacts, scopes, performance notes, COIs, and renewal dates
  • Hold vendors to scope, address service issues directly, and escalate patterns rather than incidents
  • Run the pantry, snack, coffee, and catered lunch program; track consumption and cost per head
  • Source local Toronto vendors for catering, supplies, and services as the office grows
  • Own the front door: greet employees, candidates, and clients, and manage the visitor experience end to end
  • Issue and revoke employee badges and keep building access accurate, to the policy set by Workplace and Security
  • Receive and route mail, packages, and couriers
  • Arrange cover through iQ reception or a backup plan agreed with your manager when you are out
  • Plan and run Toronto onsite events, celebrations, team lunches, and all-hands viewing logistics, end to end
  • Deliver client and executive visits: room sets, catering, AV readiness, and the details that make Harvey look sharp
  • Host travelling employees and leaders from other offices, so desks, access, and logistics are ready before they land
  • Run the Toronto new hire Day 1: desk setup, badges, building access, welcome, office tour, and swag
  • Partner with People Ops and IT so every new hire is set up before they arrive
  • Keep the seating chart accurate and execute moves, adds, and changes
  • Track desk utilization and flag capacity pressure early, with the data behind it
  • Own office supply inventory and ordering, including first aid and emergency supplies
  • Submit new and recurring POs via our Procurement platform
  • Track Toronto Workplace spend against budget (invoices, POs, cost per head), and partner with Finance on payment
  • Execute the emergency preparedness program: maintain the floor warden roster, join building drills, and coordinate with building life safety
  • Serve as first responder during a workplace incident and report it through the process your manager owns
  • Keep the office aligned with Ontario workplace health and safety requirements (for example, required postings and first aid kits), with support from People Ops
  • Administer Workplace tools day to day (ticketing, seating, visitor management) and keep records accurate
  • Own the Toronto Workplace request queue: resolve what you can, route what belongs to IT, People Ops, or Security
  • Document how Toronto runs in SOPs and the site playbook, so anyone could pick it up cold
  • Adopt global Workplace programs and standards locally, and tell the team where Toronto needs something different
  • Partner with IT on conference room and AV readiness

Qualifications

  • 4+ years in workplace operations, office management, facilities, or hospitality, including time as the primary or only Workplace person on site
  • Breadth across facilities, vendors, front of house, events, and onboarding
  • Direct experience managing vendors and holding them to scope
  • Foundational understanding of office systems (HVAC, plumbing, electrical, lighting)
  • Experience with event and hospitality execution: catering, setups, and the details guests notice
  • Comfort tracking spend, invoices, and POs, turning day-to-day data into a clear picture for your manager
  • Strong judgment working with a remote manager
  • Clear, professional written and verbal communication
  • Self-starter who builds process where none exists yet
  • Calm and resourceful when things go sideways
  • Genuine care for how the space feels to the people in it
  • Knowledge of the Toronto vendor market and Ontario workplace requirements is a strong plus
  • Experience in a serviced or flex office environment, or supporting an office opening or expansion, is a strong plus

Skills

Required:Office managementVendor management

Benefits

  • Comprehensive health, dental and vision coverage
  • retirement benefits (401k match up to 4%)
  • flexible PTO
Last updated Oct 22, 2026. Interested? Apply on the company site.
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