Workplace Experience Coordinator

Our Toronto office is the heart of BenchSci’s in-person culture—a space where collaboration thrives, relationships are built, and our values come to life. As we adopt a hybrid model, we’re seeking a dynamic, people-centric Workplace Experience Coordinator to serve as the anchor of our in-office experience. You will be the welcoming face and central connector for BenchSci, creating a seamless, warm, and inclusive environment that energizes our team and makes the office a hub for connection.This is a full-time, 5-day-a-week, in-office position. Given the nature of this role, you must be able to work flexible hours as needed to support occasional before/after-hour events or special projects. This role will report directly to our Sr. Director of Sustainability and Employee Experience.What You’ll Do: A BreakdownThis is a multi-faceted role that blends community building, program management, hospitality, and workplace operations.Part 1: Program & Event Management (:20%)Event & Engagement Leadership: Execute the planning, coordination, and end-to-end delivery of office events and engagement initiatives (in-office "activations"). This includes everything from casual social gatherings and "moments of joy" to meaningful cultural rituals that foster belonging.Talent Initiative Support: Partner with the Talent (HR) team to support the logistics of key initiatives, including new-hire onboarding (tours, workspace setup, welcome), company-wide events, and community engagement efforts.Part 2: Workplace Experience & Hospitality (:40%)Office Concierge: Be the primary, warm, professional face of BenchSci for all employees, guests, and candidates. Provide proactive, concierge-style support and serve as the primary point of contact for general inquiries.Culture Catalyst: Act as a visible, approachable, and positive presence that actively connects people and departments, making employees feel valued.Employee Recognition: Coordinate the purchasing, packaging, and delivery of all BenchSci swag, including new-hire kits, anniversary gifts, and acknowledgments for significant life events.Part 3: Workplace Operations & Facilities (:40%)Seamless Office Management:Own the daily "open and close" of the office, ensuring the entire space (including common areas, meeting rooms, and the kitchen) is pristine, fully stocked, and ready for a productive day. This includes managing coffee machines, maintaining clean spaces, and operating dishwashers.Vendor & Inventory Management:Proactively manage all office inventory, including snacks, beverages, coffee, office supplies, and promotional items. You will own the relationships with all third-party office vendors (e.g., cleaners, property management, water plants, general contractors for minor repairs) and manage the related budgets.Facilities & Admin Point of Contact:Act as the central hub for all workplace needs. This includes managing inbound/outbound mail and deliveries, coordinating with IT for AV issues, managing visitor sign-in (Envoy), maintaining fob assignments, and serving as the primary point of contact for any building maintenance or health & safety issues.Stakeholder Partnership & Admin: Partner with IT, building management, and other teams to ensure a seamless operational experience. Handle all related administrative work, including budget tracking, invoice processing for AP, and maintaining health and safety policies.What Success Looks LikeA palpable, positive energy in the office; people are connecting and collaborating.Seamless execution of events, programs, and onboarding logistics, with high satisfaction from new hires and team members.An office environment that is consistently clean, functional, welcoming, and inclusive.Needs are anticipated and met before they’re even raised.You’ll Thrive in This Role If You Are…A "People Person" (Genuinely): You love being around people and naturally make others feel welcome. You have a high degree of empathy and emotional intelligence.A Master of Ambiguity: You are comfortable with a high degree of ambiguity and can switch tasks on a dime without losing focus. You see a fluid environment as an opportunity to build and create.An "Owner": You anticipate needs before they’re raised and take initiative without waiting to be asked. You embrace a "no task is too small" mindset.Hyper-Organized: You are highly detail-oriented, yet flexible, calm under pressure, and quick to pivot when priorities change.A Natural Host: You have 1-3+ years of experience in office coordination, hospitality, high-end retail, event planning, or a similar people-first,-facing role.Tech-Comfortable: You’re proficient in GSuite, Slack, and visitor management systems (like Envoy) and are quick to learn new tools.Team-First: You embrace a "BenchSci first" mindset, partner across departments, and focus on what’s best for the whole company.Flexible & Adaptable: You understand that this role is not "9-to-5" and are willing to work flexible hours to make in-office events a success.Benefits and Perks: A great compensation package that includes BenchSci equity options A robust vacation policy plus an additional vacation day every year Company closures for 14 more days throughout the year Flex time for sick days, personal days, and religious holidays Comprehensive health and dental benefits Annual learning & development budget A one-time home office set-up budget to use upon joining BenchSci An annual lifestyle spending account allowance Generous parental leave benefits with a top-up plan or paid time off options The ability to save for your retirement coupled with a company match!About BenchSci:BenchSci's mission is to exponentially increase the speed and quality of life-saving research and development. We empower scientists to run more successful experiments with the world's most advanced, biomedical artificial intelligence software platform.Backed by Generation Investment Management, TCV, Inovia, F-Prime, Golden Ventures, and Google's AI fund, Gradient Ventures, we provide an indispensable tool for scientists that accelerates research at top pharmaceutical companies and leading academic centers.Our Culture:Our culture fosters transparency, collaboration, and continuous learning.We value each other's differences and always look for opportunities to embed equity into the fabric of our work. We foster diversity, autonomy, and personal growth, and provide resources to support motivated self-leaders in continuous improvement.You will work with high-impact, highly skilled, and intelligent experts motivated to drive impact and fulfill a meaningful mission. We empower you to unleash your full potential, do your best work, and thrive. Here you will be challenged to stretch yourself to achieve the seemingly impossible.Diversity, Equity and Inclusion: We're committed to creating an inclusive environment where people from all backgrounds can thrive. We believe that improving diversity, equity and inclusion is our collective responsibility, and this belief guides our DEI journey. Learn more about our DEI initiatives .Accessibility Accommodations: Should you require any accommodation, we will work with you to meet your needs. Please reach out to [email protected] .We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.