Front Desk Coordinator

OPPORTUNITY

As a key ambassador for Fengate, the Front Desk Coordinator plays a critical role in delivering a consistent, professional, and welcoming experience for employees, visitors, and external partners. This role is far more than traditional reception—it is a trusted, front‑line position supporting daily office operations, business continuity, security awareness, and employee experience.

The successful candidate will demonstrate professionalism, strong judgment, discretion, and ownership, operating confidently in a dynamic, fast‑paced environment. They will possess a best in-class customer service attitude and exhibit a high sense of ownership in their work. They will serve as a central point of coordination across Internal Operations, IT, HR, Finance, Property Management, and external vendors, contributing to both day‑to‑day execution and continuous improvement of office operations.

KEY RESPONSIBILITIES

Front Desk and Office Operations

• Serve as the first point of contact for all visitors and employees, delivering a polished, professional, and welcoming front‑of‑house experience.
• Manage incoming calls and inquiries, directing them appropriately and responding with sound judgment and discretion.
• Maintain a presentable, organized reception and common areas reflective of Fengate’s brand and culture.
• Coordinate logistics for internal and external meetings, including boardroom scheduling, setup, breakdown, catering, and technology readiness.
• Oversee daily office operations, including supply management, kitchen and snack programs, mail and courier services, and workspace readiness.
• Liaise with Property Management and third‑party vendors to coordinate repairs, maintenance, cleaning, and building services.
• Support office reconfigurations, renovations, furniture moves, IT installations, and offsite storage coordination, including inventory tracking and clean‑up initiatives, by coordinating access, logistics, and on‑site execution.
• Maintain awareness of office security protocols and support business continuity and emergency response procedures, escalating issues promptly and appropriately.
• Maintain and update front desk procedures, Standard Operating Procedures (SOPs), vendor lists, and operational documentation; identify and implement opportunities to improve efficiency, consistency, and employee experience.
• Support coverage planning and continuity, including coordination of backup coverage when required.
• Process operational invoices and track expenses in alignment with budgets and Internal Operations controls.
• Act as custodian for corporate assets where applicable (e.g., access cards, keys, equipment, credit card distribution).
• Provide cross‑office support as needed, collaborating with Front Desk and Office Coordinators to ensure consistency across locations.
• Support HR and IT with onboarding and offboarding processes to ensure a seamless employee experience.
• Support the planning and execution of in‑office events and firm initiatives.
• Act as a key in‑office support partner to business units, executives, and executive assistants.

Requirements

KEY QUALIFICATIONS

• College diploma or equivalent experience.
• 1–3 years of experience in front desk, office coordination, or administrative support within a professional environment.
• Exceptional organizational skills with the ability to manage competing priorities.
• Strong interpersonal and communication skills; confident interacting with senior leaders and external stakeholders.
• High level of discretion and ability to handle confidential information.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Aptitude for learning new systems and technology.
• Strong judgment, problem‑solving skills, and attention to detail.
• Proactive mindset with a high sense of ownership and accountability.

CORE COMPETENCIES

• Being Authentic –Inspiring trust and being courageous.
• Focusing on Performance –Being accountable and driving results.
• Understanding Stakeholders – Knowing the needs of those who rely on you.
• Building Effective Relationships – Collaboration and communication.

LOCATION

This position will be based out of the Toronto office and requires the individual to be in the office five (5) days a week. Office hours are Mon-Thurs 8:30 am to 5 pm, Fri 8:30 am to 4:00 pm.

Fengate is an equal opportunity employer, we strive to attract and retain a diverse workforce and are committed to promoting diversity, equity, inclusion, and belonging in the workplace. It is a core priority at Fengate to create, operate with, and continuously grow and sustain an inclusive culture that respects and connects the diversity of our team, our clients, our partners, and the communities we work in.

We are committed to providing accommodation for persons with disabilities. If you require accommodation, we will work with you to meet your needs.

We thank all applicants for their interest in this position; however only candidates selected for an interview will be contacted.

PAY RANGE

The expected base pay range for this position is:

$65,000.00 - $80,000.00