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Salary: CAD 76,000 - 114,000 / annual
Harvey is an AI platform transforming legal and professional services through frontier agentic AI, enterprise-grade infrastructure, and deep domain expertise. As Senior Workplace Coordinator for the Toronto office, you will be the primary operations leader for Harvey's Toronto location at iQ Offices (302 Bay Street), reporting to a manager in a different office and time zone.
You will run the office end-to-end with significant independence, managing the physical space, service partners, employee and client experience, and front-door operations. You will be the person everyone in the office turns to for how things work.
Key responsibilities include:
**Office Standards & Facilities**: Maintain office appearance, cleanliness, and readiness to company standards. Walk the office daily to identify maintenance needs, safety concerns, and service gaps before they escalate. Manage the day-to-day relationship with iQ Offices and building management, including work orders, approvals, and access. Handle facilities issues (HVAC, plumbing, lighting, doors, appliances, repairs) and coordinate deliveries and loading dock bookings.
**Vendors & Food/Beverage**: Maintain the Toronto vendor book with current contacts, scopes, performance notes, COIs, and renewal dates. Hold vendors accountable to scope and address service issues directly. Run the pantry, snack, coffee, and catered lunch program; track consumption and cost per head. Source local Toronto vendors as the office grows.
**Front of House & Guest Experience**: Own the front door, greeting employees, candidates, and clients. Issue and revoke employee badges and manage building access per policy. Receive and route mail, packages, and couriers. Arrange reception coverage when you are out.
**Employee Experience & Events**: Plan and execute Toronto onsite events, celebrations, team lunches, and all-hands logistics. Deliver client and executive visits with room sets, catering, AV readiness, and attention to detail. Host travelling employees and leaders from other offices.
**Onboarding**: Run Toronto new hire Day 1 including desk setup, badges, building access, welcome, office tour, and swag. Partner with People Ops and IT to ensure every new hire is set up before arrival.
**Space, Supplies & Budget**: Maintain accurate seating charts and execute moves, adds, and changes. Track desk utilization and flag capacity pressure early. Own office supply inventory and ordering, including first aid and emergency supplies. Submit POs via the Procurement platform and track Toronto Workplace spend against budget.
**Safety & Compliance**: Execute the emergency preparedness program, maintain the floor warden roster, and coordinate with building life safety. Serve as first responder during workplace incidents. Keep the office aligned with Ontario workplace health and safety requirements.
**Systems & Global Team**: Administer Workplace tools (ticketing, seating, visitor management) and keep records accurate. Own the Toronto Workplace request queue. Document SOPs and the site playbook. Adopt global Workplace programs locally and partner with IT on conference room and AV readiness.
You will escalate matters carrying cost, risk, or precedent to your manager. This is a fully in-office role, Monday through Friday, 9:00am–5:00pm, with flexibility for early setups, events, and occasional after-hours matters.
**Requirements:**
- 4+ years in workplace operations, office management, facilities, or hospitality, including time as the primary or only Workplace person on site
- Breadth across facilities, vendors, front of house, events, and onboarding
- Direct experience managing vendors and holding them to scope, including difficult conversations when service slips
- Foundational understanding of office systems (HVAC, plumbing, electrical, lighting) to describe problems accurately and judge whether fixes held
- Experience with event and hospitality execution: catering, setups, and guest-facing details
- Comfort tracking spend, invoices, and POs, and turning day-to-day data into clear reporting for your manager
- Strong judgment working with a remote manager: knowing what to handle, what to flag, and how to keep them informed
- Clear, professional written and verbal communication
- Self-starter who builds process where none exists
- Calm and resourceful when things go sideways
- Genuine care for how the space feels to people in it
- Strong plus: Knowledge of the Toronto vendor market and Ontario workplace requirements
- Strong plus: Experience in a serviced or flex office environment, or supporting an office opening or expansion
About Harvey
Legal / Compliance / Risk; AI / Data / Infrastructure — AI platform for legal and professional services work.
