Workplace Experience Coordinator

Brown & Beattie Ltd. | Markham, Ontario

Conveniently located at Highway 7 & Highway 404

FULL-TIME, PERMANENT | IN-OFFICE | $45,000-$52,000 PER YEAR

About the Role

Brown & Beattie is looking for a Workplace Experience Coordinator to take ownership of the day-to-day experience of our Head Office.

You will be the first point of contact for clients, candidates, consultants, vendors and other visitors, but this is more than a traditional reception role. You will help ensure our workplace is welcoming, organized, professional and running smoothly.

From preparing a boardroom for an important client meeting, to coordinating a delivery, helping a new employee get settled, arranging catering, restocking the kitchen or following up on an office maintenance issue, you will be the person who notices what needs to happen and makes sure it gets done.

What You'll Do

Workplace & Front-of-House Experience

• Welcome clients, visitors, candidates, consultants, vendors and delivery personnel.
• Manage reception and visitor access.
• Answer and direct incoming calls as required.
• Receive and coordinate mail, couriers and deliveries.
• Maintain a polished, welcoming and professional front-of-house environment.
• Help employees and visitors with everyday workplace needs.

Meetings & Hospitality

• Prepare boardrooms and meeting spaces for client and internal meetings.
• Coordinate catering, coffee, refreshments and other meeting requirements.
• Keep meeting rooms, kitchens, coffee stations and shared spaces organized, stocked and presentation-ready.
• Support client meetings, executive meetings, staff events and Lunch & Learn sessions.
• Anticipate meeting and hospitality requirements and ensure visitors receive a consistently professional experience.

Office & Workplace Operations

• Monitor office, kitchen and hospitality supplies and coordinate replenishment.
• Coordinate with vendors and service providers.
• Track facilities and maintenance issues through to resolution.
• Coordinate workspace setup and office organization.
• Support the practical aspects of employee onboarding.
• Help coordinate staff events and workplace initiatives.
• Maintain the organization, presentation and functionality of shared office spaces.
• Identify everyday workplace issues and take ownership of getting them resolved.

Procedures, Protocols & Continuous Improvement

• Document and update workplace procedures and protocols as they evolve and grow.
• Maintain practical checklists, instructions and recurring schedules for workplace activities.
• Keep procedures current as the workplace, technology and organization evolve.
• Identify recurring issues, unnecessary steps and opportunities for improvement.
• Turn informal ways of doing things into clear, practical and repeatable processes.
• Help introduce tools and systems that make workplace activities simpler and more efficient.

Working in a Modern Workplace

Brown & Beattie is actively modernizing the way we work.

We are introducing better processes and making greater use of automation and AI-supported tools to reduce repetitive administrative work.

You don't need to be a technology expert, but you should be comfortable learning new systems and adapting to new ways of working.

Who We're Looking For

Your previous job title is less important to us than the experience and perspective you bring.

Relevant backgrounds could include:

• Hotel, guest services or hospitality
• Workplace or office coordination
• Professional-services administration
• Corporate reception
• Event or conference coordination
• Premium retail or customer service
• Facilities or office services
• Administrative or executive support

We're looking for someone who is organized, dependable, professional and comfortable taking initiative, with strong communication skills and confidence using everyday office technology.

Experience documenting procedures, coordinating vendors or facilities, organizing meetings and events, or improving workplace processes would be an asset.

Employment Details

Employment Type: Full-time, permanent

Location: Markham Head Office

Work Arrangement: In-office

Hours: Monday to Friday, regular business hours

Compensation: $45,000-$52,000 per year, commensurate with experience

Benefits: Dental care, Extended health care, On-site parking, Paid time off, Vision care

Vacation: Minimum 2 weeks paid vacation per year, in line with Ontario ESA

Start Date: As mutually agreed