Senior Workplace Coordinator

WHY HARVEY At Harvey, we’re transforming how legal and professional services operate. By combining frontier agentic AI, an enterprise-grade platform, and deep domain expertise, we’re reshaping how critical knowledge work gets done for decades to come. This is a rare chance to help build a generational company at a true inflection point. We have strong product-market fit and world-class investor support. We’re scaling fast and defining a new category in real time. The work is ambitious, the bar is high, and the opportunity for growth — personal, professional, and financial — is unmatched. Our team moves fast, takes ownership, and is deeply committed to the mission — operating with intensity, staying close to our customers, and pushing each other for excellence. We live by three values: Decisiveness, Simplicity, and Job's Not Finished. We act quickly on clear judgment over perfect information, we believe simplicity is what scales, and we're never satisfied with where we are. If you want to do the best work of your career alongside people who share that drive, we'd love to build with you. At Harvey, the future of professional services is being written today — and we’re just getting started. ROLE OVERVIEW As Workplace Senior Coordinator, you are Harvey's Workplace team in Toronto. You run the office end to end: the space, the service partners behind it, the experience employees and clients have in it, and the front door. You are the person everyone in the office turns to, and the one who actually knows. Your manager sits in another office and time zone. You take priorities and standards from them and from the global Workplace team, then run the office with real independence. You escalate the calls that need a manager: contract terms, spend above your authority, and anything with cost, risk, or precedent attached. Our Toronto office is a serviced suite at iQ Offices, 302 Bay Street. Much of your building work runs through the iQ team rather than a traditional landlord, and as Toronto grows you will help shape what the next space needs. This is a fully in-office role, Monday through Friday, 9:00am–5:00pm, with flexibility for early setups, events, and the occasional after-hours matter. WHAT YOU'LL DO The Office Standard • Hold the office to the standard the Workplace team sets for appearance, cleanliness, and readiness, and flag what is slipping before it becomes visible • Walk the office daily and find maintenance needs, safety concerns, and service gaps before anyone reports them • Be the first person anyone asks about how the space works Building & Facilities • Hold the day-to-day relationship with iQ Offices and building management: work orders, approvals, access, and follow-through • Manage facilities issues (HVAC, plumbing, lighting, doors, appliances, repairs), managing iQ through resolution, and confirm the fix held • Coordinate deliveries, freight, and loading dock bookings within the building's rules • Escalate any building matter that carries cost, risk, or precedent to your manager Vendors & Food and Beverage • Keep the Toronto vendor book current: contacts, scopes, performance notes, COIs, and renewal dates • Hold vendors to scope, address service issues directly, and escalate patterns rather than incidents • Run the pantry, snack, coffee, and catered lunch program; track consumption and cost per head • Source local Toronto vendors for catering, supplies, and services as the office grows Front of House & Guests • Own the front door: greet employees, candidates, and clients, and manage the visitor experience end to end • Issue and revoke employee badges and keep building access accurate, to the policy set by Workplace and Security • Receive and route mail, packages, and couriers • Arrange cover through iQ reception or a backup plan agreed with your manager when you are out Employee Experience & Events • Plan and run Toronto onsite events, celebrations, team lunches, and all-hands viewing logistics, end to end • Deliver client and executive visits: room sets, catering, AV readiness, and the details that make Harvey look sharp • Host travelling employees and leaders from other offices, so desks, access, and logistics are ready before they land Onboarding • Run the Toronto new hire Day 1: desk setup, badges, building access, welcome, office tour, and swag • Partner with People Ops and IT so every new hire is set up before they arrive Space, Supplies & Budget • Keep the seating chart accurate and execute moves, adds, and changes • Track desk utilization and flag capacity pressure early, with the data behind it • Own office supply inventory and ordering, including first aid and emergency supplies • Submit new and recurring POs via our Procurement platform • Track Toronto Workplace spend against budget (invoices, POs, cost per head), and partner with Finance on payment Safety & Compliance • Execute the emergency preparedness program: maintain the floor warden roster, join building drills, and coordinate with building life safety • Serve as first responder during a workplace incident and report it through the process your manager owns • Keep the office aligned with Ontario workplace health and safety requirements (for example, required postings and first aid kits), with support from People Ops Systems & the Global Team • Administer Workplace tools day to day (ticketing, seating, visitor management) and keep records accurate • Own the Toronto Workplace request queue: resolve what you can, route what belongs to IT, People Ops, or Security • Document how Toronto runs in SOPs and the site playbook, so anyone could pick it up cold • Adopt global Workplace programs and standards locally, and tell the team where Toronto needs something different • Partner with IT on conference room and AV readiness WHAT YOU HAVE • 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. You are as comfortable with a work order as with a client visit • Direct experience managing vendors and holding them to scope, including the difficult conversation when service slips • A foundational understanding of office systems (HVAC, plumbing, electrical, lighting), enough to describe a problem accurately and judge whether the fix held • Experience with event and hospitality execution: catering, setups, and the details guests notice • Comfort tracking spend, invoices, and POs, and turning day-to-day data into a clear picture for your manager • Strong judgment working with a remote manager: you know what to handle, what to flag, and how to keep them informed without being chased • Clear, professional written and verbal communication • A self-starter who builds process where none exists yet • Calm and resourceful when things go sideways, with no one down the hall to hand it to • Genuine care for how the space feels to the people in it • Knowledge of the Toronto vendor market and Ontario workplace requirements is a strong plus • Experience in a serviced or flex office environment, or supporting an office opening or expansion, is a strong plus WHAT WE OFFER • Be part of building something special as a founding member of our Toronto team • Structured hybrid working arrangement: 3 days in our Toronto office, 2 days working from home COMPENSATION CAD $76,000 - $114,000 DEPENDING ON YOUR LOCATION, AN APPLICANT PRIVACY NOTICE MAY APPLY TO YOU. YOU CAN FIND ALL OF OUR APPLICANT PRIVACY NOTICES HERE https://harveyai.notion.site/Harvey-Candidate-Privacy-Notices-319ac3fcdd7a803bb807d5094f249922?pvs=74. We are an AI company and we use AI to improve all of our processes, including in the recruitment process. Whilst we do use AI to help improve efficiency in our recruitment process, we do not rely on AI to make any automated decisions and ensure that a human reviews AI output. #LI-ML3 Harvey is an equal opportunity employer and does not discriminate on the basis of race, gender, sexual orientation, gender identity/expression, national origin, disability, age, genetic information, veteran status, marital status, pregnancy or related condition, or any other basis protected by law. We are committed to providing reasonable accommodations to applicants with disabilities, and requests can be made by emailing accommodations@harvey.ai