Front Office & Facilities Coordinator

Get AI-powered advice on this job and more exclusive features.

Direct message the job poster from In-Common Laboratories (ICL)

• Reports to: HR Director
• Contract Type: Fixed-Term One-Year Contract (with likely extension/renewal based on business needs and performance)
• Hours: Full-Time during normal business hours
• Work Environment: Inclusive, innovative, and growth-oriented culture at the forefront of laboratory referral testing.
• Operational Focus: Front Desk Reception, Facilities Support and Office Administration, Patient Coordination

In-Common Laboratories (ICL) is seeking an efficient and highly organized Front Office & Facilities Coordinator to join our team. In this vital role, you will ensure the smooth daily operation of front desk reception, patient coordination, and facilities administration.

This is a dynamic, fast-paced role ideal for someone who enjoys variety, thrives on multitasking, and takes pride in creating a welcoming and well-functioning office environment.

Competitive salary and benefits

Opportunity to join the company’s private pension plan

Opportunity to make a difference

Collaborative and innovative culture

Supportive team culture that values your contributions

• Manage the phlebotomy appointment schedule via the online booking system.
• Verify client information and respond to patient questions and inquiries
• Process custom requisitions, including preparing forms and documentation.
• Handle patient payments and issue receipts.
• Respond to client inquiries and assist with client account set-up.
• Greet and assist visitors in a courteous and professional manner.
• Provide general assistance to visitors.
• Maintain the visitor log and issue visitor badges.

• Receive deliveries (non-hazardous) and give couriers instructions.
• Distribute mail and handle internal sample drop-offs.
• Coordinate janitorial services to maintain cleanliness.
• Coordinate with facilities team re: daily facilities-related inquiries, complaints, or requests.
• Coordinate shredding service visits as per the schedule.
• Order organizational supplies, monitor and restock as needed.
• Organize and store materials, assist with conference bookings and ordering of branded assets.
• Support space and storage organization within the office.
• Keep communal areas and lunchroom cupboards orderly, well-stocked and well-organized.

• Liaise with vendors and third-party service providers.
• Provide administrative support to department leads and team members.
• Organize and maintain custom requisitions in line with Quality Management System requirements.
• Upload and manage contracts in the contract management system.
• Oversee annual laboratory license renewals.
• Support senior leadership with calendar management, meeting coordination, note-taking, and summary preparation.
• Assist in organizing company events, including logistics and food orders.

• High school diploma or equivalent (additional admin/secretarial training is a plus).
• Proven experience in an administrative assistant, or office support role.
• Strong multitasking, time management, and organizational skills.
• Detail-oriented and methodical with a proactive mindset.
• Excellent verbal and written communication skills.

Toronto, Ontario, Canada CA$79,000.00-CA$85,000.00 3 weeks ago

Toronto, Ontario, Canada $75,000.00-$85,000.00 2 weeks ago