The Role
Manage daily office operations for Toronto and Santa Clara offices: maintain supplies, vendor relationships, and workplace experience; coordinate senior leadership travel and expenses; support Finance and HR with onboarding/offboarding and administrative tasks; plan events and meetings; improve office processes to scale.
Summary Generated by Built In
ValGenesis is a leading digital validation platform provider for life sciences companies. ValGenesis suite of products are used by 30 of the top 50 global pharmaceutical and biotech companies to achieve digital transformation, total compliance and manufacturing excellence/intelligence across their product lifecycle.
Learn more about working for ValGenesis, the de facto standard for paperless validation in Life Sciences: https://www.valgenesis.com/about
We're looking for a Business Support Coordinator to join our team for a 12-month contract. We are looking for someone who thrives on organization, loves creating exceptional experiences, and enjoys being the person everyone can count on to keep things running seamlessly.
This is a highly visible role where you'll help shape the day-to-day experience for our employees, visitors, and leadership team. From creating a welcoming office environment and planning memorable team events to supporting travel logistics and assisting our Finance team, you'll play an important role in helping our business operate efficiently as we continue to grow.
Toronto, ON (Hybrid – 3 days/week in our downtown office)
What You'll Do
- Act as the primary point of contact for our Toronto and Santa Clara offices.
- Ensure our offices are welcoming, organized, fully stocked, and ready for employees and visitors every day.
- Build strong relationships with building management, cleaning services, and other office vendors.
- Manage office supplies, snacks, IT equipment, and company swag, ensuring inventory levels are maintained.
- Keep our kitchen and shared spaces organized, ensuring supplies are replenished and daily cleaning standards are met.
- Coordinate senior leadership travel, including flights, hotels, and itineraries.
- Assist employees with travel expense reports and related administrative support.
- Manage office expenses, reconcile company credit cards, and maintain accurate records.
- Support our Finance team with day-to-day administrative tasks.
- Assist with onboarding new employees, including preparing workstations, coordinating welcome activities, and ensuring a smooth first-day experience.
- Provide administrative support to the HR team across a variety of people-related activities.
- Assist with offboarding activities, including coordinating equipment returns, system access requests, and documentation.
- Respond to general employee inquiries and direct requests to the appropriate HR team members.
- Plan and coordinate office celebrations, team events, and employee engagement activities.
- Organize onsite and offsite meetings, including executive meetings, ensuring every detail is taken care of.
- Look for opportunities to improve office processes, simplify workflows, and create efficiencies as our company scales.
Create an exceptional workplace experience
Keep the business running smoothly
Support our employee experience
Bring our culture to life
What You Bring
- 2+ years of experience in office coordination, workplace experience, administrative support, executive support, or a similar role where you’ve had the opportunity to make a positive impact on the employee experience.
- A proactive and thoughtful approach — you naturally anticipate what needs to be done, take ownership, and enjoy finding ways to make things run more smoothly.
- Strong organizational skills and attention to detail, with the ability to balance multiple priorities while keeping things on track.
- A people-first mindset and a genuine desire to create a welcoming, helpful, and positive experience for employees, leaders, and guests.
- Experience coordinating travel, managing expenses, or supporting senior leaders is an asset.
- You can work independently, use good judgment, and confidently manage day-to-day responsibilities while knowing when to collaborate with others.
- You are able to handle confidential information with care, professionalism, and discretion.
- You have strong proficiency using Microsoft Office and other workplace productivity tools.
We’re on a Mission
In 2005, we disrupted the life sciences industry by introducing the world’s first digital validation lifecycle management system. ValGenesis VLMS® revolutionized compliance-based corporate validation activities and has remained the industry standard.
Today, we continue to push the boundaries of innovation ― enhancing and expanding our portfolio beyond validation with an end-to-end digital transformation platform. We combine our purpose-built systems with world-class consulting services to help every facet of GxP meet evolving regulations and quality expectations.
The Team You’ll Join
Our customers’ success is our success. We keep the customer experience centered in our decisions, from product to marketing to sales to services to support. Life sciences companies exist to improve humanity’s quality of life, and we honor that mission.
We work together. We communicate openly, support each other without reservation, and never hesitate to wear multiple hats to get the job done.
We think big. Innovation is the heart of ValGenesis. That spirit drives product development as well as personal growth. We never stop aiming upward.
We’re in it to win it. We’re on a path to becoming the number one intelligent validation platform in the market, and we won’t settle for anything less than being a market leader.
How We Work
Our hybrid schedule is 3 days per week, within a reasonable commuting distance to our Toronto office. We believe that in-person interaction and collaboration fosters creativity, and a sense of community, and is critical to our future success as a company.
ValGenesis is an equal-opportunity employer that makes employment decisions on the basis of merit. Our goal is to have the best-qualified people in every job. All qualified applicants will receive consideration for employment without regard to race, religion, sex, sexual orientation, gender identity, national origin, disability, or any other characteristics protected by local law.
Skills Required
- 2+ years of experience in office coordination, workplace experience, administrative support, or executive support
- Proactive and thoughtful approach; anticipate needs and take ownership
- Strong organizational skills and attention to detail; ability to balance multiple priorities
- People-first mindset and desire to create a welcoming, positive experience for employees and guests
- Experience coordinating travel, managing expenses, or supporting senior leaders
- Ability to work independently, use good judgment, and manage day-to-day responsibilities
- Ability to handle confidential information with care, professionalism, and discretion
- Strong proficiency using Microsoft Office and other workplace productivity tools
- Ability to work hybrid schedule (3 days/week) within reasonable commuting distance to Toronto office
Am I A Good Fit?
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The Company
What We Do
ValGenesis delivers integrated and smart solutions that support the digital transformation of the life sciences industry. With a portfolio that covers the whole product lifecycle, ValGenesis has a digital or technical solution that brings value to each step of your validation and manufacturing processes and their related activities.
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