Workplace Experience Coordinator

We are seeking a Workplace Experience Coordinator to join Aspect’s administrative team.  Reporting to the Executive Assistant, you’ll play a key role in ensuring our office operations run smoothly and efficiently. As the first face people see when they arrive at Aspect, you’ll help create a warm and welcoming environment while keeping things organized and running efficiently. This role is perfect if you love helping others, bring a positive attitude to everything you do, and thrive in a fast-paced, collaborative setting.

Responsibilities

• Welcome and check in all guests and team members into our building, making every interaction a positive one as the first point of contact.
• Handle incoming calls with confidence, directing inquiries, and delivering key information efficiently.
• Take full ownership of the office by managing the day-to-day operations of our workspaces, ensuring they’re optimized for productivity and collaboration.
• Stay ahead of the details by inspecting meeting rooms and hot desks daily to ensure they’re ready to go, with everything in its place.
• Keep us stocked and ready to tackle big challenges by managing snacks, beverages, catering, and supplies.
• Drive continuous improvement by finding and implementing ways to make our office environment more functional, efficient, and inspiring
• Solve problems on the fly by collaborating with IT, facilities, and other teams to resolve office and kitchen needs quickly and seamlessly.
• Communicate effectively by creating and sharing clear, concise office communications, from signage to updates, to keep everyone in the loop.
• Plan and coordinate events and socials, providing support and information to team members as needed.
• Master the calendar by coordinating schedules, booking meetings, and sending reminders to ensure everyone stays on track.
• Support travel arrangements by organizing flights, accommodation, and transportation to ensure everything runs smoothly.
• Set new hires up for success by preparing workstations, welcome kits, and onboarding materials to help them integrate seamlessly from their first day.
• Handle confidentiality with care by managing sensitive information discreetly and ensuring secure storage and access.

Qualifications                                                                                    

• Education & Experience: 3 – 5 years experience in office administration within a fast-paced environment is beneficial. Post-secondary education is considered an asset.
• Technical Skills: Proficiency with Google Workspace (formerly G Suite) is an asset. Familiarity with Microsoft Word, Excel, and PowerPoint is a bonus.

Who You Are                                                                                   

• Collaborative Relationship-Builder: You thrive in a multi-disciplinary team environment and believe that we can get further, faster by working together. You have excellent interpersonal skills and an innate ability to build rapport and foster relationships across the organization.
• Effective Communicator: You are an active listener who can effectively communicate to different audiences in diverse situations.
• Creative Thinker: You excel at coming up with innovative, fresh ideas to creatively address challenges and capitalize on opportunities.
• Go-Getter: You work with a sense of urgency, are results-driven, and thrive in a fast-paced, interdisciplinary, and entrepreneurial environment. You are willing to roll up your sleeves and do what it takes to get the job done.
• Detail-Oriented & Meticulously Organized: You have outstanding attention to detail and take pride in your work. You can multitask, prioritize competing deadlines, and have a track record for delivering work on time.
• Thrive in Ambiguity: You are highly adaptable, agile, and poised when faced with change, ambiguity, and competing priorities.

The hiring range for this role is $42,000-$60,000, annually. Our ranges are based on market data. Offered salaries will be based on a combination of factors including, but not limited to, job-related knowledge, skills, education, and experience. For candidates who exceed role requirements, we are open to exploring above-range offers. Note that base salary is just one part of the overall compensation at Aspect. Members of the Aspect team also receive equity, a comprehensive benefits package, and support for continuous learning and career progression.