Coordinator, Administration

Position Summary

The Coordinator, Corporate Administration ensures the smooth, consistent delivery of the administrative, facilities and workplace services that support day‑to‑day operations at MSC Canada. This position is one of two Coordinators who together form the Administration & Facilities team for the Toronto/Mississauga office. Both positions carry the same title, grade and level of accountability; what differs is the stream each one owns.

This position is the primary point person for facilities, real estate and installations. The focus is on maintaining the workplace, supporting the employee experience, and ensuring the facility continues to operate effectively — from building and landlord relationships and vendor management through space planning, office installations, fit‑outs and internal moves.

Both positions report to the Director, Facilities & Administration, who is based in Montreal and provides coverage across both the Montreal, Vancouver and Toronto/Mississauga offices. The role combines planning with hands‑on execution: anticipating what the office will need, coordinating external providers and contractors, tracking spends and service levels, preparing clear reports to support decision‑making, and stepping in on events and executive requests when required.

Level of Responsibility

Handles tasks with increased independence; responsible for the quality and timeliness of personal work. Acts as the recognized owner of a defined stream, contributing to projects with guidance and supporting team and organizational objectives. Exercises judgment on day‑to‑day facilities matters, escalating cost, risk, safety and contractual decisions to the Director.

Key Tasks

• Facilities & Workplace Operations — Primary Owner
• Own the day‑to‑day operation, upkeep, safety and appearance of the Toronto/Mississauga office, ensuring the workplace is consistently ready for employees, clients and visitors.
• Serve as the primary liaison with the landlord and property management for service requests, HVAC, lighting, plumbing, cleaning, waste, parking, base‑building work and after‑hours access.
• Maintain preventive and corrective maintenance schedules; log, prioritize, track and close out work orders, and follow up until issues are genuinely resolved.
• Support health, safety and emergency preparedness: first aid supplies, fire and evacuation drills, emergency procedures, incident reporting, and support to the joint health and safety committee.
• Administer workplace security and access: access cards and badges, key control, alarm codes, visitor protocols, and coordination with IT and Security on surveillance and building systems.
• Manage facilities vendors end‑to‑end — cleaning, maintenance, security, catering, courier, waste, plants and trades: source and onboard, schedule and supervise on site, verify service levels, review invoices, and track performance against contracts and budget.
• Real Estate Administration — Primary Owner
• Support the Director on space planning, occupancy analysis and headcount forecasting for the office.
• Maintain current floor plans, seating charts and space‑allocation records, and keep them aligned with actual occupancy.
• Installations, Moves & Workplace Projects — Primary Owner
• Coordinate office installations and fit‑outs — furniture, workstations, boardroom and AV equipment, signage, appliances and millwork — from specification and quote through delivery, installation, inspection and sign‑off.
• Plan and execute internal moves, adds and changes: desk moves, team relocations and workspace reconfigurations, coordinating with IT for connectivity, telephony (8x8) and equipment readiness.
• Act as the on‑site coordinator for contractors: scheduling, site access, safety and insurance compliance, supervision of work, and minimizing disruption to the business.
• Maintain the furniture and equipment asset register, and coordinate storage, redeployment, donation and responsible disposal.
• Deliver small capital and workplace‑improvement projects on scope, schedule and budget; prepare cost and recommendations and elevate risks early.
• Corporate Administration — Shared with the Administration & Front Desk Coordinator
• Manage office supplies, pantry and kitchen stock, mail and courier services, and purchase requisitions.
• Oversee boardroom bookings, meeting logistics, catering and internal events, and support executive scheduling needs.
• Support onboarding and offboarding: workspace readiness, access credentials, telephony (8x8) provisioning, equipment and a strong first‑day experience, working in step with HR/People Operations and IT.
• Maintain accurate administrative records: contracts, service agreements, warranties, certificates and compliance documentatio