Position: Facilities and Workplace Coordinator
Location: Richmond Hill, ON
About Compugen Compugen is Canada's largest privately-owned Technology Ally. To innovate industries, transform businesses, connect communities, and drive meaningful change, we must think bigger, reach broader, and act bolder. Through knowledge, curiosity, and collaboration, Compugen helps organizations delivering experience by design. This is what it means to be human-centered and technology-enabled.
Dreaming, designing, and delivering isn't just a mantra for us - it's a way of life. We believe that technology is the conduit, but our people – they are the connection that truly makes the magic happen!
Our Culture We are a human-centered culture where we prioritize your well-being and are invested in helping you reach your fullest potential. We're not only focused on achieving our goals - we're dedicated to helping you achieve yours.
If you're relentlessly curious, driven to make a difference, and collaborative at the core, then you belong with us.
Position Overview: The Facilities and Workplace Coordinator will ensure the smooth operation of our facilities, acting as the primary point of contact for vendors, deliveries, and facility-related inquiries. In this role, you will also support workplace operations by assisting with administrative and maintenance tasks as required. The ideal candidate brings a strong organizational mindset, excellent customer service, and the ability to multitask effectively.
Key Responsibilities: Facilities Operations
- Serve as a primary point of contact for vendors, contractors, and service providers, coordinating site access, service requirements, and on-site activities.
- Administer and maintain the Facilities work order management system (e.g., Flowpath), including receiving and reviewing service requests, assigning and coordinating work orders, monitoring status and completion, following up with vendors and internal stakeholders, maintaining accurate records, and ensuring requests are addressed within established service expectations.
- Monitor outstanding and recurring work orders, follow up on unresolved issues, and escalate service concerns or delays to the Facilities Administrator or appropriate stakeholder as required.
- Assist with tracking and reporting on Facilities service activity, including work order volumes, outstanding requests, recurring maintenance issues, response times, and vendor performance.
- Administer workplace access control, including creating, issuing, retrieving, and deactivating access fobs; updating employee, vendor, and contractor access permissions; and maintaining accurate access records.
- Oversee and maintain the visitor sign-in system, supporting secure and accurate tracking of employees, visitors, vendors, and contractors through platforms such as Envoy or Proxyclick.
- Conduct regular facility walkthroughs to identify maintenance, safety, housekeeping, security, and operational concerns and coordinate corrective action as required.
- Coordinate vendor and contractor attendance at facilities, including scheduling service visits, facilitating site access, providing required site information, and following up on completion of work.
- Monitor vendor contracts, preventative maintenance requirements, and service agreements, track performance against established service levels, and escalate deficiencies or service concerns as appropriate.
- Maintain accurate records of facility service activities, vendor visits, work orders, access control changes, and other operational requirements.
- Support the day-to-day operation of Compugen facilities by responding to employee requests, identifying operational issues, coordinating appropriate resources, and communicating updates to affected stakeholders.
Maintenance and Compliance
- Coordinate and track routine and preventative maintenance activities, including fire extinguisher inspections, eyewash station maintenance, HVAC servicing, and other scheduled building maintenance.
- Participate in workplace health and safety initiatives, including monthly workplace and warehouse inspections, ergonomic assessments, fire drills, and follow-up on identified deficiencies.
- Support facility compliance with applicable company policies, ISO requirements, health and safety requirements, and other regulatory or operational standards, including preparation for internal and external audits.
- Monitor building systems and facility conditions, including lighting, HVAC, plumbing, security, and other building infrastructure, coordinating with contractors and vendors to address deficiencies.
- Maintain required inspection, maintenance, and compliance records and assist with tracking corrective actions through to completion.
- Communicate scheduled maintenance, service interruptions, outages, construction activities, and facility projects to employees and internal stakeholders to minimize operational disruption.
Administration and Workplace Support
- Provide front reception support as required, including welcoming and assisting employees, meeting guests, visitors, vendors, and contractors and directing them to the appropriate individual or location.
- Manage incoming and outgoing mail, courier shipments, and deliveries, ensuring timely notification, distribution, and follow-up as required.
- Monitor and maintain office and workplace supply inventory, coordinating and placing orders as required.
- Provide administrative support related to Facilities invoices, purchase orders, vendor documentation, payment processing, coding, tracking, and reconciliation, assisting the Facilities Administrator with maintaining accurate and timely financial records.
- Assist with tracking outstanding invoices and payments and liaise with vendors, Finance, and other internal stakeholders to resolve discrepancies and obtain required documentation.
- Assist with Facilities vendor administration, including maintaining vendor records, contracts, certificates, service information, contact information, and related documentation and correspondence.
- Support the planning, coordination, and setup of workplace initiatives, including meeting room preparation, workstation changes, employee moves, internal events, and other workplace requirements.
- Maintain accurate Facilities records, spreadsheets, databases, and administrative systems, including tenant information, access records, vehicle and parking registrations, maintenance records, vendor information, and other workplace documentation.
- Provide clerical and administrative support to the Facilities Administrator and broader Facilities team, including document preparation, data entry, correspondence, reporting, scheduling, record management, and follow-up activities.
- Assist with maintaining Facilities documentation and records in support of internal procedures, audits, reporting requirements, and operational compliance.
- Provide after-hours phone support for facility-related emergencies, coordinating with vendors and internal stakeholders as required to support timely resolution.
- Perform infrequent after-hours work as required to support facility emergencies, workplace projects, moves, maintenance activities, or other operational requirements.
Skills & Qualifications
- Strong organizational, prioritization, and multitasking skills, with the ability to work independently and manage multiple competing priorities.
- Strong attention to detail and demonstrated ability to maintain accurate administrative, operational, and financial records.
- Proficiency in Microsoft 365, including Outlook, Excel, Teams, and related business applications.
- Experience with facilities/work order management systems such as Flowpath, or the ability to quickly learn new workplace technology.
- Experience with or familiarity with visitor management and access control systems is considered an asset.
- Strong communication and interpersonal skills with a demonstrated focus on customer service and stakeholder support.
- Ability to effectively coordinate vendors, contractors, employees, and other internal and external stakeholders.
- Basic understanding of invoice processing, purchase orders, vendor documentation, and administrative financial processes is considered an asset.
- Familiarity with workplace health and safety, preventative maintenance, and facility compliance requirements is considered an asset.
- Previous experience in facilities coordination, workplace operations, office administration, property management, or a related environment is preferred.
What Compugen Offers You:
- Exciting, fast-paced challenging work environment
- A culture where authenticity and diversity are valued
- Professional development
- Participation in Women in Technology Network
- Opportunities to give back to our local communities
- Collaborative supportive team members
- Remote work/hybrid work options
- Work/life flexibility
Equity Statement At Compugen, we're committed to diversity, equity and inclusion, actively recruiting from all groups. We provide accommodation upon request to all applicants during the recruitment process. At Compugen, we believe that everyone deserves a seat at the table. If you require an accommodation, our People & Culture representative will work with you to meet your needs.
