Workplace Experience & Facilities Specialist

Description

This role delivers a safe, efficient, and genuinely engaging workplace experience at GS1 Canada's Toronto office, with operational oversight extending to the Montreal facility. It goes beyond traditional facilities management: the specialist is a direct contributor to how GS1 Canada's employees experience the organization day to day, connecting operations, Health & Safety leadership, and workplace culture to the Keep People at Our Core strategic priority.

The specialist partners across Legal, Finance, HR, IT, Cybersecurity, and Corporate Communications & Brand to close operational gaps, raise the bar on service delivery, and make sure workplace initiatives land as intentional moments of care and culture rather than administrative logistics. The incumbent is also the certified on-site Health & Safety lead and GS1 Canada's operational partner for consistency across sites.

This role is an in-office role, requiring in-person attendance.

Key Responsibilities

Office Operations Leadership & Employee Experience Leadership

• Own day-to-day operations of the Toronto office, ensuring the workplace is safe, functional, and welcoming from the moment someone walks in.
• Manage vendor relationships, including contract negotiation, service-level expectations, and performance.
• Manage operational issues with building management, including Health & Safety compliance and maintenance.
• Lead space planning with an eye on how the physical environment supports collaboration, focus, and comfort for a hybrid workforce.
• Oversee access and parking control and the Card-Reader (Verex) system, keeping it aligned with organizational protocols and SOC audit requirements.
• Maintain operational systems (SharePoint, Teams, Jira) for ticket tracking, automation, and SLA adherence.
• Manage courier accounts and coordinate office mail and equipment deliveries.
• Act as the go-to operational contact for Toronto staff, resolving in-person inquiries and issues.
• Partner with Corporate Communications & Brand so workplace updates, procedures, and initiatives are communicated clearly and land as meaningful rather than purely administrative.
• Oversee the functionality, cleanliness, and day-to-day readiness of all facilities, and support onsite visitors.

Hybrid Workforce & Workplace Technology Support

• Own the office workspace allocation and resolve related space conflicts.
• Partner with HR and IT to design a welcoming, well-equipped first day for every new hire, treating onboarding as a first impression of GS1 Canada's culture.
• Provide administrative and operational support to executives, EAs, and functional teams as needed.
• Lead modernization and automation efforts for workplace collaboration tools.
• Contribute workplace and facilities input to employee engagement moments and recognition events led by Corporate Communications, ensuring they are experienced as intentional rather than logistics-led.

Health & Safety Leadership

• Lead the long-term strategic direction and day-to-day execution of Health & Safety for the Toronto office.
• Serve as the certified on-site Health & Safety lead, overseeing OHSA compliance and chairing the Joint Health & Safety Committee.
• Lead quarterly meetings, monthly inspections, and emergency preparedness planning, including fire evacuation drills.
• Develop and maintain Health & Safety documentation, policies, training records, and incident logs.
• Design protocols that support both on-site and remote Health & Safety needs.
• Foster a culture of well-being and risk prevention that reinforces GS1 Canada's commitment to keeping people at its core.

ESG & Sustainability

• Champion environmentally responsible practices aligned with GS1 Canada's ESG commitments, including e-waste recycling, asset donation, and sustainable vendor sourcing.
• Drive carbon footprint reduction through procurement and logistics choices.
• Frame ESG and workplace initiatives as opportunities for employees to participate in and take pride in GS1 Canada's commitments, working with Corporate Communications & Brand to tell that story internally.
• Gather informal feedback on workplace experience and flag recurring themes to HR and Corporate Communications & Brand to inform engagement planning.

Budgeting, Procurement & Administration

• Manage inventory, office supplies, and procurement to ensure cost-effective purchasing.
• Reconcile facilities-related invoices, track budgets, and identify savings opportunities.
• Collaborate with Legal and Cybersecurity to ensure vendor contracts meet compliance standards.
• Maintain and update Health & Safety and facilities SOPs and documentation.

Travel Program Administration

• Act as GS1 Canada's primary liaison with the corporate travel centre, administering the day-to-day travel program.
• Respond to employee questions on bookings, travel policy, and process, acting as the go-to contact for travel-related issues.
• Develop and update travel policies in partnership with Finance and HR, keeping them current and easy to follow.
• Manage the travel vendor relationship, including contract terms, service levels, and ongoing performance.
• Reconcile travel-related invoices and expenses.
• Produce regular reporting on travel spend, trends, and policy compliance for leadership.

Montreal Facility & I&V Support (Remote Oversight)

• Provide ongoing operational support to the Montreal facility, including vendor sourcing, coordination, and contract or invoice management.
• Support I&V operations by sourcing specialized equipment, coordinating shipments, and overseeing customs processes.
• Lead facilities projects remotely, including construction, furniture, and infrastructure upgrades.
• Coordinate Health & Safety measures across sites, including AED installation and fire extinguisher maintenance, so employees at both locations experience a consistent standard of care.

Skills, Knowledge & Expertise

• Undergraduate degree in facilities management, business administration, operations, or a related field, or equivalent experience.
• 5+ years of experience in office operations, facilities, or workplace management, ideally across more than one site.
• Certification or working toward certification as a Health & Safety representative (e.g., JHSC certification; CRSP is an asset).
• Demonstrated experience managing vendor contracts, budgets, and service-level agreements.
• Experience supporting onboarding, workplace culture, or employee experience initiatives is an asset.
• Comfort working with workplace technology such as reservation systems, ticketing tools, and access-control software.
• Sound judgment operating cross-functionally with Legal, Finance, HR, IT, and Cybersecurity.
• Experience administering a corporate travel program, including vendor management and invoice reconciliation, is an asset.

Critical Competencies

• Strategic thinking and problem-solving.
• Operational excellence and process optimization.
• Cross-functional collaboration.
• Vendor and contract management.
• Strong communication and stakeholder engagement.
• Health & Safety and compliance knowledge.
• Project and budget management.
• Commitment to ESG principles.
• Employee experience mindset: treats workplace operations as a lever for engagement and culture, not just logistics.

GS1 Canada is committed to helping all employees, customers, stakeholders and subscribers in an effective and timely manner by preventing and removing barriers for persons with disabilities. Our policies and practices are intended to foster diversity, inclusiveness and accessibility, while also ensuring that the workplace is free from discrimination and harassment.