Workplace Coordinator (Part-Time)

Ignition

  • Toronto, ON
  • Permanent
  • Part-time
  • 13 days ago
  • Apply easily
Company DescriptionWho we are:Founded in 2013, Ignition is the leading revenue generation platform for accounting and professional services businesses to spark greater efficiency and profitability.Ignition automates and optimizes proposals, billing, payments and workflows in a single platform that fits seamlessly into existing technology stacks.With a vision to transform how professional services and their clients do business together, Ignition empowers 7,250+ businesses to reach their full revenue potential.To date, Ignition customers have engaged over 1.7 million clients and generated US $8b in revenue via the platform.Ignition’s global workforce spans Australia, Canada, New Zealand, the Philippines, US and the UK.Company Values:
  • We are better everyday
  • We work without ego
  • We are smarter together
  • We hero our customer
About the role & team:At Ignition, our People team is all about building a high-performing culture and an irresistible employee experience as we grow globally. With team members across Australia, Canada, and beyond, we’re committed to creating workplaces where people feel connected, supported, and inspired.We’re looking for a dynamic and detail-oriented Workplace Coordinator to craft the workplace experience for our employees and guests in the AMER region (US & Canada). You’ll bring a mix of hospitality, operational know-how, and financial acumen to deliver office and employee experience programs that are fun, thoughtful, and cost-effective.This is a part-time role (22.5 hours/week - Tuesdays, Wednesdays and Thursdays) based in Toronto with a hybrid setup: you’ll be in-office on Tuesdays, with additional days for events or special requirements, and the rest of your work can flex between home and office on Wednesdays and Thursdays. Our Toronto office is at 100 University Avenue, right in the heart of the Financial District - just steps from Union Station and the TTC.You’ll primarily support the AMER region, but at times you’ll collaborate with leaders in Sydney, Australia. While your core hours align to Eastern Time, you’ll flex occasionally to meet global colleagues.Job DescriptionWorkplace Management (60%)Office ManagementKeep our Toronto and Kelowna offices running like clockwork: clean, functional, and buzzing with energyHandle office logistics including ordering supplies, grocery deliveries, mail distribution, organizing office events, and moreBe the go to contact for all things offices: build and maintain strong relationships with building management, vendors, and suppliers. This includes negotiating contracts, managing services, and addressing workspace-related issues or disputes.Serve as the in-office point of contact for IT needs, including coordinating laptop loans and managing office equipment in partnership with our remote IT team.Manage office operations for special events, including executive meetings and offsite events within the AMER region.Oversee the use of shared spaces for company events and optimize the in-office experience for employees.Shared Working Spaces
We currently utilise shared working spaces across the US where there is no dedicated office:Manage relationships with shared working space vendors globally, ensuring team needs are metUS & Canada Company Travel: you will lead the region's travel:Own our internal travel system (Navan): provide support, troubleshoot, and keep things reconciledPartner with budget owners and Navan’s account team to manage spend and process improvementsEmployee Experience (20%):Employee Engagement & Recognition:Lead onboarding/offboarding touchpoints (new hire gifts, Slack announcements, access removal, etc.)Drive milestone celebrations (birthdays, anniversaries, recognition gifts)Manage swag inventory and distribution across the regionCreate an engaging workplace culture through volunteer opportunities and wellness activitiesPlan and organize social events (lunches, holiday parties, etc.) in collaboration with AMER region stakeholders and within budget.Coordinate team-specific recognition and appreciation initiatives as requested by leaders.Special Events:Manage logistics for executive meetings or other special events, including space booking, catering, and end-to-end event coordination, within budget.People Team Administration (20%):People Team Operations Support:Provide support on HR Admin such as issuing employee letters (travel, general requests, etc) and employee data updates within HRIS (BambooHR) within an accurate and timely mannerSupport recruitment in new hire processes such as background checks and system onboarding (Go1, Lattice, SmartRecruiters)Prepare offboarding acknowledgement letters, trigger off-boarding processes via HRIS and liaise with internal departments to ensure a smooth exit.Process invoices submitted via Asana related to employee training or learning and development, as per Ignition’s Education Allowance policy and process.Support health insurance & RRSP enrollmentProvide administrative support to the People Business Partner & Talent Acquisition Manager as needed and support ad hoc requests/projects.QualificationsRequirementsProven office management, administrative or assistant experience with exposure to managing budgets is preferredThe ability to adopt a hands-on approach to problem solving, juggling multiple tasks and can be relied upon to work autonomouslyExperience with HR software and office management systems is a plus but not requiredWho you are:You’re a natural planner and doer: you can take an idea, map it out, and make it happen with minimal directionYou know how to engage with stakeholders of all levels - keeping them updated, managing expectations and communicating regularlyYou’re a people person who loves building relationships and creating a fun, positive atmosphereYou’re a go-getter who thrives working independently but also knows how to collaborateYou’re detail-obsessed, organized, and great at juggling multiple priorities without losing your coolYou’re a clear and thoughtful communicator - whether it’s an email, a Slack message, or presenting in personYou’re resourceful, solution-oriented, and handle challenges with a smileYou’re creative and full of ideas when it comes to office management, events, celebrations, and team moments - whether that’s knowing the perfect spot for a team lunch, planning unique volunteer opportunities, or ensuring an exec meeting runs smoothly.You bring professionalism and discretion when handling sensitive informationMost importantly - you genuinely enjoy creating community and making the workplace an awesome place to beAdditional InformationWhy join us:Join our global SaaS scale-up company where we foster a collaborative, open, and transparent culture and work without ego. Our team comprises curious and intelligent colleagues who embrace challenges. Here's what we offer:
  • Employee stock options from day one
  • 20 days of accrued annual vacation plus 10 wellbeing days to prioritize yourself and your loved ones
  • Additional paid day off to celebrate your birthday, along with 2 paid days off a year for volunteering
  • Health, dental, and vision benefits starting immediately
  • Annual education allowance reimbursement to support your professional development
  • Employee recognition program
  • Quarterly wellness allowance to invest in your personal wellness
  • Paid subscriptions to Headspace and LifeWorks EAP & Wellbeing Platform
  • Flexible working arrangements, supported by WFH reimbursement and technology allowance to ensure your safety while working from home
  • Personal tax return assistance (since we're in the accounting business!)
  • Paid parental leave
Experience comes in many forms, and skills are transferable, please consider applying, even if you don’t tick all the boxes.Your recruiter will share more about the specific salary range for your location during the hiring process.Ignition is an equal opportunity employer, providing fair consideration to all applicants regardless of background.Ignition is committed to providing accommodations throughout the hiring process. If there’s a fit, we’ll work with you to meet your accessibility needs. For questions, requests, or alternate formats, contact us at careers@ignitionapp.com.

Ignition