Studio Coordinator

The Studio Coordinator ensures efficient management of the studio's administrative and logistical operations, supporting the communications team and management. This person is the primary reference for planning major internal/external events and must foster positive relationships to promote a sense of community, creating a welcoming work environment that encourages employee engagement and belonging.

Main Responsibilities:

• Work closely with the communications team and management to disseminate internal messages, update channels, and promote the studio’s initiatives.
• Supervise the daily tasks performed by the temporary receptionist.
• Ensure presence at reception on days without a receptionist to maintain professional service and continuity.
• Welcome and onboard new employees: prepare workspaces, distribute arrival materials (access cards, welcome gift, coffee card), give studio tours, and assist with their first day.
• Respond to employee inquiries and act as the formal point of contact for administrative needs.
• Assist studio management with various projects: task coordination, timeline tracking.
• Manage the annual budget for studio activities and maintain tracking reports on ongoing activities (projects, events, maintenance, etc.).
• Oversee daily office activities: general atmosphere, supplies, organization of common areas (decorations).
• Plan, organize, and coordinate various internal and external events (team activities, project launches, social activities such as end-of-year and summer parties, internal training events, etc.).
• Book spaces; purchase equipment, supplies, and/or meals, plan and comply with budgets.
• Welcome external participants for internal activities: speakers, trainers, partners, and ensure smooth integration during events.
• Actively participate in studio life by collaborating with various committees (social, wellness, diversity, etc.).
• Ensure compliance and implementation of health and safety policies in the office (update first aid list, emergency procedures, maintain first aid kits and emergency supplies).
• Manage the emergency evacuation process: update evacuation plans and procedures, train employees, coordinate drills, and handle real situations.
• Oversee maintenance follow-ups for facilities and equipment: schedule interventions, follow up with vendors, and ensure service quality.
• Manage employee discounts: main point of contact for vendors and partners, negotiate new discounts, update and maintain the employee discount list.
• Act as a liaison between management and external partners.

Job Details:

• Location: Montreal
• Employment Type: Permanent contract
• Manager Role: No
• Work Model: On site
• Experience Level: Mid-Senior Level