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About the Role

The Workplace Experience Coordinator is responsible for ensuring Clutch's downtown headquarters operates smoothly, efficiently, and professionally every day. This role ensures a clean, organized, and fully stocked office, coordinates vendors, manages facilities requests, and supports employees to create an enjoyable work environment. The role also includes remote oversight and weekly inspection of a secondary off-site office facility in Mississauga, Ontario. This is a highly visible role combining workplace hospitality, facilities coordination, office operations, vendor management, and administrative support.

Responsibilities

Own the day-to-day operation and presentation of the headquarters office.
Remotely oversight and weekly inspections of a second remote office facility.
Conduct daily walkthroughs to ensure the office is clean, organized, fully stocked, and operating at a high standard.
Keep kitchens, cafés, meeting rooms, collaboration spaces, and common areas clean, organized, and ready for use.
Load, unload, and run dishwashers throughout the day to maintain clean kitchens and prevent dishes from accumulating.
Restock snacks, beverages, coffee, tea, milk, kitchen supplies, and other pantry items.
Manage inventory levels and order workplace supplies, groceries, and consumables.
Ensure meeting rooms are reset and presentation-ready after each use.
Welcome visitors, candidates, customers, and vendors while providing a professional first impression of Clutch.
Coordinate employee lunches, celebrations, holiday decorations, recognition events, and workplace engagement initiatives.
Continuously identify opportunities to improve the employee experience and office environment.
Liaise with the landlord and property management regarding building maintenance, repairs, and operational issues.
Coordinate service providers including cleaners, HVAC contractors, electricians, plumbers, security vendors, and other maintenance contractors.
Track facilities issues through completion and ensure timely resolution.
Perform routine workplace inspections and proactively identify maintenance or safety concerns.
Coordinate office furniture repairs, workstation changes, and workplace moves.
Manage office access cards, keys, visitor access, and building communications.
Receive, organize, and distribute incoming mail, courier deliveries, and packages.
Coordinate outgoing shipments and returns.
Maintain office equipment and arrange repairs when required.
Support workplace health and safety initiatives, emergency preparedness, and office compliance programs.
Process invoices, purchase orders, and project expense documentation.
Obtain vendor quotations and assist with procurement activities.
Schedule meetings, coordinate calendars, and prepare meeting materials.
Maintain vendor records, contracts, lease documents, and workplace documentation.
Track action items and maintain project and facilities trackers.
Coordinate contractor access and building logistics for projects and maintenance activities.
Assist with budget tracking and departmental administrative tasks.
Assist with office renovations, workplace improvements, and furniture installations.
Coordinate deliveries and contractor schedules.
Support new office openings, expansions, and workplace changes.
Assist with workplace audits and facility inspections.
Provide operational support for special projects as assigned.

Requirements

2–5 years of experience in workplace operations, office management, hospitality, facilities coordination, executive administration, or a related field.
Experience coordinating vendors and service providers.
Strong organizational, administrative, and multitasking skills.
Excellent written and verbal communication skills.
Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint).
Ability to move throughout office and workplace environments throughout the day.
Ability to occasionally lift or move items up to 25 lbs.
Comfortable performing light physical tasks such as stocking supplies, setting up meeting rooms, organizing deliveries, and moving office equipment.
Flexibility to occasionally adjust working hours to support meetings, events, or operational requirements.
Willingness to travel approximately once a week to a remote office facility in Mississauga.

Skills

Jira
Confluence
Google Workspace
Canva
First Aid/CPR certification
Health & Safety training
Facilities Management

Location

Toronto
Mississauga, Ontario

Work Type

Permanent Full-Time
Onsite
Hybrid

Experience Level

2-5 years

Salary/Compensations

$60,000-$70,000 per annum

Benefits

Comprehensive benefits plans include healthcare, dental care, vision care, prescriptions, life insurance and dependent coverage; start from day 1.
Above market health & dental benefits.

About the Company

Clutch is Canada’s largest online used car retailer, delivering a seamless, hassle-free car buying and selling experience to drivers everywhere.
Named three years in a row to the Globe & Mail’s list of the Top Growing Companies in Canada and also awarded spots on Deloitte’s Technology Fast 50™ and Fast 500™ lists.
Headquartered in Toronto, Clutch was founded in 2017 and currently services Ontario, New Brunswick, Nova Scotia, and Prince Edward Island.
Clutch is backed by a number of world-class investors, including D1 Capital, Altos Ventures, Canaan, Real Ventures, BrandProject, and BMO.

Equal Opportunity

Clutch is committed to fostering an inclusive workplace where all individuals have an opportunity to succeed. If you require accommodation at any stage of the interview process, please email talent@clutch.ca.