Thomas
Finance VP
Executive Coordinator – Administration
Do you love seeing the concrete results of your hard work? Whether you are optimizing workplace management, coordinating corporate projects, leading renovations, or supporting new branch openings, you will play an active role in projects that shape our team experience and fuel our growth.
As Executive Coordinator, you will be responsible for managing our various facilities and their maintenance , suppliers, and internal partners to create safe and functional work environments. You will also contribute to key foundational initiatives, including maintaining and advancing our B Corp certification.
Your responsibilities
Facilities and maintenance management
- Ensure the proper upkeep and functionality of buildings, offices, and equipment, and manage daily related service requests.
- Plan and coordinate preventive and corrective maintenance activities.Coordinate common office services: security and access control, telecommunications, printing, furniture, and workstation setup.
- Plan and manage corporate procurement based on the needs of different departments.
- Manage relationships with vendors and contractors, including negotiation, performance evaluation, and contract tracking.
- Maintain rigorous management over budgets, service contracts, and procurement activities.
- Ensure purchasing cycle compliance: purchase orders, receiving, coding, and routing invoices to approvers.
Corporate project management and B Corp certification
- Manage the B Corp certification process, including deliverables, documentation, and stakeholder engagement.
- Coordinate corporate projects by driving their progress, ensuring deadlines are met, and proactively managing challenges.
- Update dashboards and tracking tools, and produce progress reports.
- Contribute to establishing and updating administrative processes and procedures.
Real estate project management (renovations and new sites)
- Plan and coordinate renovation, remodeling, and new branch opening projects.
- Collaborate with stakeholders and partners (architects, engineers, municipalities, etc.) to ensure projects are delivered within budget, on schedule, up to quality standards, and in compliance with regulatory requirements.
- Support real estate projects from initial needs assessment through to space commissioning.
- Develop timelines, budgets, and implementation plans.
- Coordinate office moves, space layouts, and new facility onboarding in collaboration with IT.
- Manage and track the organization’s lease registry.
Your skills and potential
- Bachelor’s degree in Business Administration, Operations Management, Real Estate Management, or a related field.
- 3 to 5 years of experience in facilities management, building maintenance, or real estate project management.
- Valid driver’s license and access to a vehicle for travel between our various branches.
- Experience coordinating renovation and/or construction projects.
- Knowledge of procurement and contract management practices.
- Proven ability to drive projects forward with stakeholders across multiple departments without direct hierarchical authority.
- Strong time management, organizational skills, and high adaptability.
- Outstanding analytical mindset with the ability to make informed decisions while handling sensitive files confidentially.
- Highly organized, proactive, and solution-oriented.
- Proficient in Microsoft Office (Word, Excel, and PowerPoint).
- Bilingual (English and French) to communicate effectively with team members, English-speaking partners, and suppliers.