Tenant Services Coordinator

2 weeks ago

Montréal, Canada adMare BioInnovations Full time

We are seeking a proactive and resourceful Tenant Service Coordinator to join our Montreal team. Reporting directly to the Senior Director, Operations & Innovation Centers, this role is modeled after the successful support structure at our UBC location. As the first point of contact for tenants and visitors, you will play a key role in ensuring smooth day-to-day operations for adMare and resident companies, and will support strategic initiatives across the Innovation Center, encompassing both laboratory and office environments.

**Key Responsibilities**:
**Tenant Support & Engagement**

- Serve as the primary point of contact for day-to-day requests and activities of resident companies.
- Welcome and onboard new tenants.
- Lead orientation programs for new staff members (resident companies and adMare).
- Plan and coordinate onsite events, in collaboration with the Marketing and Communications team.
- Serve as liaison between tenants and internal teams.
- Serve as the main contact for work order management (tenant-related work orders).

**Operational & Facilities Coordination**

- Oversee all aspects of office operations, including access control (management of access cards and key inventories), audiovisual systems, office reconfiguration, and security procedures.
- Facilitate space allocation and optimization, acting as the principal contact for work order management and office space booking software.
- Liaise with building management for maintenance and repairs.
- Collaborate with building management to ensure receiving dock procedures and material reception (in coordination with shipping and receiving).
- Act as the backup for dock receiving (in coordination with shipping and receiving).
- Provide technical support for laboratory operations, including infrastructure modifications and lab reconfiguration.
- Maintain general oversight of shared laboratory equipment, ensuring timely repairs, maintenance, and adherence to standard operating procedures (SOPs).
- Update key metrics and performance indicators for the Montreal Innovation Center, including maintenance of employee lists for resident companies and the Operations SOP database.

**Safety & Compliance**

- Actively participate in the Montreal Innovation Center safety committee to promote a secure and compliant working environment
- Contribute to the coordination of emergency measures and response planning.
- Maintain emergency procedures and coordinate chemical waste handling with building management.

**Strategic Projects**

- Engage in special projects, including construction initiatives, as assigned.
- Contribute to continuous improvement initiatives.

**Administrative & Financial Support**

- Manage process to recharge tenants for services provided by and through adMare.
- Perform additional duties as assigned.

**Experience and Qualifications**:

- Demonstrated ability to build and maintain effective relationships with diverse stakeholders.
- Exceptional organizational skills, with ability to prioritize and execute tasks efficiently.
- Strong business acumen, with an understanding of the financial implications and scalability of operational programs.
- Ability to manage urgent or ambiguous situations in dynamic and non-standard environments.
- Commitment to delivering high-quality customer service.
- Proficiency in Microsoft Office Suite.
- Experience in resource management and project management is considered an asset.
- Fluency in both English and French is required.

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