Office & HR Coordinator

Every day, somewhere in the world, important decisions are made. Whether it is a private equity company deciding to invest millions into a business or a large corporation implementing a new strategic direction, these decisions impact employees, customers, and other stakeholders. 

Consulting and private equity firms come to proSapient when they need to discover knowledge to help them make great decisions and succeed in their goals. It is our mission to support them in their discovery of knowledge. 

We help our clients find industry experts who can provide their knowledge via interview or survey: we curate this knowledge in a market-leading software platform; and we help clients surface knowledge they already have through expansive knowledge management.  

As a newly created role for the Toronto office, the Office & HR Coordinator will be at the forefront of the business and manage a broad range of office management, administrative, and support duties for both our Toronto and Raleigh, NC office. This is a pivotal role to ensure the smooth running of the office and requires a self-motivated, trustworthy and highly organized person with a flexible approach and a ‘can do’ attitude. 

The role will focus on an imminent office move & relocation project in the short term, whilst seeing more balanced office management & HR administration duties in the longer term. As such, the role will initially report to the Global Office Manager, and transition to the People Advisor longer term. 

Therefore, the role is well suited to an individual looking for a blended Office & HR role, with a strong passion & interest in a pursuing a career in HR longer term. 

The key duties of the role will include:

  Office and Facilities Management: 

• Acting as the first point of contact for all office related enquiries & tasks including: 

• Greeting guests and arranging visitor/ security access as needed, 
• Liaising with building management,  
• Coordinating service requests,  
• Mail and courier management and  
• Receiving & storing all deliveries 

• Managing the office kitchen: restocking snacks & fridges, arranging office lunches, managing grocery orders & deliveries 

• Tracking Office Management spend, ensuring all activities and costs are in line with budgets, with all receipts saved & stored accordingly  

• Managing our Health and Safety approach – monitoring and integrating updates for legislation and regulation changes into organizational practices for HSE compliance, participating in the JHSC and partnering with the People Advisor to undertake monthly inspections 

• Working with the Global Office & Facilities Manager to support on the imminent office relocation project by: 

• Acting as the local ‘on-the-ground' support for all queries and advice relating to the move 

• Communicating and liaising with vendors (building management, moving service providers etc) for updates 

• Sourcing & managing office supplies for our new location, such as coffee machines, consumables and furniture when needed 

People, Culture & Events: 

• Supporting the offboarding process by coordinating the return of company equipment and security keys, and managing leavers on our HRIS system 

• Supporting on the new hire onboarding process, including: 

• Preparing of new hire swag bags, liaising with our merchandising vendors for increased supply when needed 
• Organising the new hire welcome breakfast or similar events as needed 
• Proactively preparing the office space for incoming new hire classes & training weeks 
• Coordinating with IT to ensure required hardware and desk setup is completed proactively 
• Preparing keys/security passes for new hires 
• Supporting the People Team on new hire days, welcoming hires, conducting office tours, guiding new hires through seating plans, fielding office space related questions 

• Supporting the People Advisor with HR related Administration, such as employment verification letters, secondment documentation, benefit administration and wider HRIS support as needed, managing all work with integrity and discretion 

• Coordinating rewards through GoGift platform (monthly CS awards, tenure rewards, event prizes, etc.) 

• Arranging staff photos and ordering caricatures for our new hires 

• Coordinating all events for the Toronto office, inclusive of liaising with catering companies and venues and creating marketing materials when needed 

• Driving event participation and engagement and actively participating in fostering a welcoming and inclusive environment, in partnership from event & social committee leaders 

• Driving engagement and fostering a culture of wellness through thoughtfully curated programs and initiatives that resonate with employees at all levels. 

• Supporting with internal communication and organize office operations and procedures for a smooth information flow across the business. 

Key Competencies needed for this role include: 

Results Driven – you successfully achieve your goals, using KPI’s, client satisfaction and defined guidelines as your measurement tools 

Client Focus – you can proactively respond to your clients' needs, addressing all employee & office challenges whilst continually seeking feedback to elevate service 

Commercial Acumen – you encourage excellent budget management, driving cost efficiency and high expectations in our vendors, suppliers and services. 

Critical Thinking – you spot opportunities to review & improve processes, and seize the chance to problem solve & execute on feedback 

ProLeader – you champion strong working relationships & positive working behaviours to build a thriving team and office environment 

• A minimum of a years experience (deally two) working in either a People of Office Management focused role is required for this role

What we can offer you: 

• Tenure gifts to thank our loyal staff who help the business to grow for each year of employment. 

• An enhanced maternity and paternity package 

• Dental & Health insurance 

• 15 days annual leave each year + 9 public holidays

• A paid sick leave policy, for those days you just need to reset! 

• A hybrid working model, featuring three days per week in our modern downtown Toronto offices 

• Team socials – From pizza to Caribbean to Korean food, we love to encourage our team to get together and try new experiences together! 

• The opportunity to create, lead or participate in one of our many ERG groups, to help drive diversity, inclusion and understanding across our business 

• Corporate Events From bi-annual gatherings including our annual Holiday & Summer parties, we love to celebrate, collaborate and have fun together! 

We are committed to building an inclusive workplace – did you know that marginalized groups are less likely to apply to jobs unless they meet every requirement listed? If you are interested in the above role, but don’t necessarily tick every box, we encourage you to apply anyway – this role could still be a great match! 

At proSapient, we are an equal opportunity employer. As such, we offer equal employment opportunities without regard to race, colour, religion, sex (including pregnancy and gender identity), national origin, age, disability, genetic information, veteran status and other protected class characteristics. 

All employment is decided based on qualifications, merit, and business need. Due to the regulated nature of our clients, all successfully offered candidates are subjected to thorough screening & pre-employment checks, including an enhanced background check, which can affect the outcome of any offer of employment.