Workplace Coordinator (Part-Time)

Workplace Management (60%) 

1. Office Management
    

• Keep our Toronto and Kelowna offices running like clockwork: clean functional and buzzing with energy

• Handle office logistics including ordering supplies grocery deliveries mail distribution organizing office events and more

• Be the go to contact for all things offices: build and maintain strong relationships with building management vendors and suppliers. This includes negotiating contracts managing services and addressing workspace-related issues or disputes.

• Serve as the in-office point of contact for IT needs including coordinating laptop loans and managing office equipment in partnership with our remote IT team.

• Manage office operations for special events including executive meetings and offsite events within the AMER region. 

• Oversee the use of shared spaces for company events and optimize the in-office experience for employees.
   

1. Shared Working Spaces
   We currently utilise shared working spaces across the US where there is no dedicated office:
    

• Manage relationships with shared working space vendors globally ensuring team needs are met
   

1. US & Canada Company Travel: you will lead the regions travel:
    

• Own our internal travel system (Navan): provide support troubleshoot and keep things reconciled

• Partner with budget owners and Navans account team to manage spend and process improvements

Employee Experience (20%): 

1. Employee Engagement & Recognition: 

• Lead onboarding/offboarding touchpoints (new hire gifts Slack announcements access removal etc.)

• Drive milestone celebrations (birthdays anniversaries recognition gifts)

• Manage swag inventory and distribution across the region

• Create an engaging workplace culture through volunteer opportunities and wellness activities

• Plan and organize social events (lunches holiday parties etc.) in collaboration with AMER region stakeholders and within budget.

• Coordinate team-specific recognition and appreciation initiatives as requested by leaders.
   

1. Special Events: 

• Manage logistics for executive meetings or other special events including space booking catering and end-to-end event coordination within budget. 

People Team Administration (20%): 

1. People Team Operations Support:

• Provide support on HR Admin such as issuing employee letters (travel general requests etc) and employee data updates within HRIS (BambooHR) within an accurate and timely manner

• Support recruitment in new hire processes such as background checks and system onboarding (Go1 Lattice SmartRecruiters)

• Prepare offboarding acknowledgement letters trigger off-boarding processes via HRIS and liaise with internal departments to ensure a smooth exit.

• Process invoices submitted via Asana related to employee training or learning and development as per Ignitions Education Allowance policy and process.

• Support health insurance & RRSP enrollment

• Provide administrative support to the People Business Partner & Talent Acquisition Manager as needed and support ad hoc requests/projects.

Qualifications :

Requirements

• Proven office management administrative or assistant experience with exposure to managing budgets is preferred 

• The ability to adopt a hands-on approach to problem solving juggling multiple tasks and can be relied upon to work autonomously

• Experience with HR software and office management systems is a plus but not required

Who you are: 

• Youre a natural planner and doer: you can take an idea map it out and make it happen with minimal direction

• You know how to engage with stakeholders of all levels - keeping them updated managing expectations and communicating regularly 

• Youre a people person who loves building relationships and creating a fun positive atmosphere

• Youre a go-getter who thrives working independently but also knows how to collaborate

• Youre detail-obsessed organized and great at juggling multiple priorities without losing your cool

• Youre a clear and thoughtful communicator - whether its an email a Slack message or presenting in person

• Youre resourceful solution-oriented and handle challenges with a smile

• Youre creative and full of ideas when it comes to office management events celebrations and team moments - whether thats knowing the perfect spot for a team lunch planning unique volunteer opportunities or ensuring an exec meeting runs smoothly. 

• You bring professionalism and discretion when handling sensitive information

• Most importantly - you genuinely enjoy creating community and making the workplace an awesome place to be

Additional Information :

Why join us:

Join our global SaaS scale-up company where we foster a collaborative open and transparent culture and work without ego. Our team comprises curious and intelligent colleagues who embrace challenges. Heres what we offer:

• Employee stock options from day one
• 20 days of accrued annual vacation plus 10 wellbeing days to prioritize yourself and your loved ones
• Additional paid day off to celebrate your birthday along with 2 paid days off a year for volunteering 
• Health dental and vision benefits starting immediately
• Annual education allowance reimbursement to support your professional development
• Employee recognition program
• Quarterly wellness allowance to invest in your personal wellness
• Paid subscriptions to Headspace and LifeWorks EAP & Wellbeing Platform
• Flexible working arrangements supported by WFH reimbursement and technology allowance to ensure your safety while working from home
• Personal tax return assistance (since were in the accounting business!)
• Paid parental leave

Experience comes in many forms and skills are transferable please consider applying even if you dont tick all the boxes. 

Your recruiter will share more about the specific salary range for your location during the hiring process.

Ignition is an equal opportunity employer providing fair consideration to all applicants regardless of background.

Ignition is committed to providing accommodations throughout the hiring process. If theres a fit well work with you to meet your accessibility needs. For questions requests or alternate formats contact us at 

Remote Work :

No

Employment Type :

Part-time