Business Support Coordinator (12-Month Contract)

ValGenesis•Toronto, ON

4d•Hybrid

About The Position

ValGenesis is seeking a Business Support Coordinator for a 12-month contract. This role is ideal for someone who excels at organization, creating positive experiences, and ensuring smooth operations. The position is highly visible and will significantly impact the daily experience of employees, visitors, and leadership. Responsibilities include fostering a welcoming office environment, managing travel logistics, supporting the Finance team, and contributing to the company's efficient operation during its growth phase.

Requirements

2+ years of experience in office coordination, workplace experience, administrative support, executive support, or a similar role.
Proactive and thoughtful approach, anticipating needs and taking ownership.
Strong organizational skills and attention to detail.
Ability to balance multiple priorities.
People-first mindset with a desire to create a welcoming and positive experience.
Ability to work independently, use good judgment, and manage day-to-day responsibilities.
Ability to handle confidential information with care, professionalism, and discretion.
Strong proficiency using Microsoft Office and other workplace productivity tools.

Nice To Haves

Experience coordinating travel.
Experience managing expenses.
Experience supporting senior leaders.

Responsibilities

Act as the primary point of contact for the Toronto and Santa Clara offices.
Ensure offices are welcoming, organized, fully stocked, and ready for employees and visitors.
Build relationships with building management, cleaning services, and other office vendors.
Manage office supplies, snacks, IT equipment, and company swag, maintaining inventory levels.
Keep kitchen and shared spaces organized, ensuring supplies are replenished and cleaning standards are met.
Coordinate senior leadership travel, including flights, hotels, and itineraries.
Assist employees with travel expense reports and related administrative support.
Manage office expenses, reconcile company credit cards, and maintain accurate records.
Support the Finance team with day-to-day administrative tasks.
Assist with onboarding new employees, including preparing workstations, coordinating welcome activities, and ensuring a smooth first-day experience.
Provide administrative support to the HR team across a variety of people-related activities.
Assist with offboarding activities, including coordinating equipment returns, system access requests, and documentation.
Respond to general employee inquiries and direct requests to the appropriate HR team members.
Plan and coordinate office celebrations, team events, and employee engagement activities.
Organize onsite and offsite meetings, including executive meetings.
Identify opportunities to improve office processes, simplify workflows, and create efficiencies.