Front Office

2 weeks ago

Toronto, Ontario, Canada In-Common Laboratories (ICL) Full time
  • Position:
    Front Office & Facilities Coordinator
  • Reports to: HR Director
  • Contract Type: Fixed-Term One-Year Contract (with likely extension/renewal based on business needs and performance)
  • Hours: Full-Time during normal business hours
  • Location: On-Site (North York, Ontario)
  • Work Environment: Inclusive, innovative, and growth-oriented culture at the forefront of laboratory referral testing.
  • Operational Focus:
    Front Desk Reception, Facilities Support and Office Administration, Patient Coordination

OVERVIEW

In-Common Laboratories (ICL) is seeking an efficient and highly organized F
ront Office & Facilities Coordinator
to join our team. In this vital role, you will ensure the smooth daily operation of front desk reception, patient coordination, and facilities administration.

This is a dynamic, fast-paced role ideal for someone who enjoys variety, thrives on multitasking, and takes pride in creating a welcoming and well-functioning office environment.

WHY JOIN US?


• Competitive salary and benefits


• Opportunity to join the company's private pension plan


• Opportunity to make a difference


• Collaborative and innovative culture


• Supportive team culture that values your contributions

KEY RESPONSIBILITIES:

Patient Coordination & Reception:

  • Manage the phlebotomy appointment schedule via the online booking system.
  • Verify client information and respond to patient questions and inquiries
  • Process custom requisitions, including preparing forms and documentation.
  • Handle patient payments and issue receipts.
  • Respond to client inquiries and assist with client account set-up.
  • Greet and assist visitors in a courteous and professional manner.
  • Provide general assistance to visitors.
  • Maintain the visitor log and issue visitor badges.

Facilities & Office Support:

  • Receive deliveries (non-hazardous) and give couriers instructions.
  • Distribute mail and handle internal sample drop-offs.
  • Coordinate janitorial services to maintain cleanliness.
  • Coordinate with facilities team re: daily facilities-related inquiries, complaints, or requests.
  • Coordinate shredding service visits as per the schedule.
  • Order organizational supplies, monitor and restock as needed.
  • Organize and store materials, assist with conference bookings and ordering of branded assets.
  • Support space and storage organization within the office.
  • Keep communal areas and lunchroom cupboards orderly, well-stocked and well-organized.

Administrative Support:

  • Liaise with vendors and third-party service providers.
  • Provide administrative support to department leads and team members.
  • Organize and maintain custom requisitions in line with Quality Management System requirements.
  • Upload and manage contracts in the contract management system.
  • Oversee annual laboratory license renewals.
  • Support senior leadership with calendar management, meeting coordination, note-taking, and summary preparation.
  • Assist in organizing company events, including logistics and food orders.

QUALIFICATIONS:

  • High school diploma or equivalent (additional admin/secretarial training is a plus).
  • Proven experience in an administrative assistant, or office support role.
  • Strong multitasking, time management, and organizational skills.
  • Detail-oriented and methodical with a proactive mindset.
  • Excellent verbal and written communication skills.

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