People and Workplace Coordinator

We are seeking a friendly, organized, and proactive People and Workplace Coordinator to support the day-to-day operation of our office and help create a positive employee experience.

The primary focus of this position is managing the front desk, welcoming clients and couriers, coordinating incoming and outgoing shipments, and ensuring the office remains organized and well supported. The role will also coordinate team events, employee recognition, onboarding activities, and other initiatives that contribute to a positive workplace culture.

Front Desk and Workplace Support

• Serve as the first point of contact for clients, visitors, couriers, and vendors.
• Maintain a professional, organized, and welcoming reception area.
• Receive, organize, and distribute incoming mail, packages, and deliveries.
• Prepare, package, and ship products and equipment to clients and employees.
• Track shipments and resolve delivery issues when required.
• Maintain office, kitchen, shipping, and general workplace supplies.
• Coordinate office maintenance, service providers, and vendor appointments.
• Prepare meeting rooms and assist with internal meetings and client visits.
• Help maintain a clean, organized, and welcoming office environment.

People and Culture

• Help create a positive, welcoming, and inclusive workplace.
• Plan and coordinate team outings, lunches, celebrations, and social activities.
• Maintain a calendar of company events and employee milestones.
• Coordinate recognition for birthdays, work anniversaries, and employee achievements.
• Support employee onboarding, including workspace preparation and welcome activities.
• Assist with internal announcements and employee communications.
• Gather employee feedback and recommend practical workplace improvements.
• Monitor budgets and logistics for team events and culture initiatives.

Administrative Support

• Provide general administrative support to management and other departments.
• Maintain office records, contact lists, schedules, and administrative documents.
• Assist with scheduling meetings and preparing documents or presentations.
• Order office supplies and track workplace-related expenses.
• Coordinate company apparel, gifts, and promotional materials when required.
• Support special projects and other administrative duties as needed.

Qualifications

• Previous experience in office administration, reception, workplace coordination, or a similar position.
• Friendly, professional, and comfortable interacting with clients, employees, couriers, and vendors.
• Strong organizational and time-management skills.
• Excellent attention to detail and follow-through.
• Strong written and verbal communication skills.
• Able to manage multiple priorities in a busy office environment.
• Proficiency with Microsoft Outlook, Word, Excel, and Teams.
• Experience coordinating employee events or workplace activities is an asset.
• Able to handle sensitive employee and company information professionally and confidentially.

What Success Looks Like

• Clients and visitors consistently receive a professional and welcoming experience.
• Incoming and outgoing shipments are handled accurately and on time.
• The office remains organized, properly supplied, and well maintained.
• Team events and employee-recognition activities are planned effectively.
• New employees receive an organized and welcoming onboarding experience.
• Employees feel engaged, supported, and connected to the workplace.
• Administrative responsibilities are completed reliably with minimal follow-up.