Office Administrator & Facilities Coordinator
Haply
This job is no longer accepting applications
See open jobs at Haply.See open jobs similar to "Office Administrator & Facilities Coordinator" MaRS Discovery District.Operations, Administration
Montreal, QC, Canada · Canada
Posted on Jul 29, 2025
Responsibilities
- Office Maintenance & Supplies
- Maintain cleanliness and order across all office floors (Main, Basement, 4th)
- Restock kitchen, bathroom, and office supplies weekly
- Oversee garbage/recycling and break down boxes
- Water plants, replace light bulbs, and report maintenance issues
- Clean shared surfaces, boardrooms, and demo robots daily
- Wipe whiteboards and post photos to Slack
- Shipping & Deliveries
- Pack and ship internal and external packages (Tues, Thurs, last day of month)
- Follow shipping SOP and quality guidelines
- Receive incoming packages and notify recipients via Slack
- Keep delivery area organized and aligned with reference photos
- Grocery & Inventory Management
- Place weekly Voila grocery orders (Monday for Tuesday delivery)
- Follow predefined order list and stay within $210 CAD budget
- Monitor stock of supplemental items (e.g. mayo, recycling bags)
- Post substitutions or issues in #office-handoff channel
- Administrative Support
- Book meetings and send calendar invites for internal/external calls
- Provide admin support to project leads and managers
- Liaise with suppliers for office needs (pre-approved only)
- Maintain clear records of purchases and submit monthly to Finance
- Accounts Payable & Finance Coordination
- Collect and input vendor invoices in Odoo with proper GL codes
- Run weekly AP report and match transactions in bank feeds
- Follow up on overdue payments or credits
- Front Desk & Candidate Screening
- Answer and screen incoming calls
- Greet visitors and ensure smooth guest experience (sign-in, drinks, escort)
- Conduct initial screening calls with candidates and update notes in Odoo
- Notify hiring managers and book follow-up interviews
- Event & Lunch Support
- Assist with lunch prep when needed
- Help with setup for team/client demos and special events
- Refill snack bins and drink fridges daily before 9:00 AM
Must Have
- 1+ years of experience in office administration, logistics, or facilities
- 1+ Year Bookkeeping or accounts payable experience
- Strong organizational and multitasking skills
- Comfortable using Google Workspace and spreadsheets
- Proficient in English and French (spoken and written)
- Professional, reliable, and proactive in communication
Nice to have
- Experience working in a startup or hybrid work environment
- Familiarity with vendor communications and supply procurement
- Experience supporting team events or managing facilities in multi-floor spaces
This job is no longer accepting applications
See open jobs at Haply.See open jobs similar to "Office Administrator & Facilities Coordinator" MaRS Discovery District.