Coordinator, Administration / Coordonnateur,(trice), Administration

Coordinator, Administration / Coordonnateur,(trice), Administration

Montreal, Canada

| req4765

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MSC is a privately owned global shipping company founded in 1970 by Gianluigi Aponte. As one of the world’s leading container shipping lines with headquarters in Geneva, Switzerland, MSC operates in over 675 offices across more than 155 countries worldwide with over 200,000 MSC Group employees. With access to an integrated network of road, rail and sea transport resources which stretches across the globe, the company prides itself on delivering global service with local knowledge.

MSC is a world leader in global container shipping and a company offering global service with local knowledge. MSC also provides integrated network of road, rail and sea transport resources which stretches across the globe.

Job Description:

Position Summary:

The Coordinator, Corporate Administration ensures the smooth, consistent delivery of the administrative, facilities and workplace services that support day-to-day operations at MSC Canada. This position is one of two Coordinators who together form the Administration & Facilities team for the Montreal office. Both positions carry the same title, grade and level of accountability; what differs is the stream each one owns.

This position is the primary point person for facilities, real estate and installations. The focus is on maintaining the workplace, supporting the employee experience, and ensuring the facility continues to operate effectively — from building and landlord relationships and vendor management through space planning, office installations, fit-outs and internal moves.

Equally important, this position is the designated backup to the Administration & Front Desk Coordinator. Both Coordinators are fully cross trained on the same processes and procedures so that either person can effectively support the other’s responsibilities when needed, with no visible drop-in service to employees or visitors. Each is a primary owner within their own stream and a partner in the overall success of the office.

Both positions report to the Manager, Administration, who is based in Montreal and provides coverage across both the Montreal, Vancouver and Toronto/Mississauga offices. This role is to be hired and in the interim, employees report to the Chief People and Administration Officer. The role combines planning with hands-on execution: anticipating what the office will need, coordinating external providers and contractors, tracking spends and service levels, preparing clear reports to support decision-making, and stepping in on events and executive requests when required.

THE TWO-PERSON COVERAGE MODEL

This role is designed around a deliberate separation of ownership with full mutual coverage. Candidates should understand the model before applying:

• Primary - Facilities, Real Estate & Installations (this posting; primary owner): The primary point person for facilities, real estate and installation-related responsibilities, focused on maintaining the workplace, supporting the employee experience, and keeping the facility operating effectively.
• Secondary - Administration & Front Desk: Acts as a secondary to the Front Desk Office Coordinator— consistency that is essential to a strong employee and visitor experience.
• Cross-coverage: This position provides front-desk and administrative coverage when required. Both Coordinators are fully cross-trained so that either can seamlessly assume the other’s duties during absences, vacation, peak periods or unplanned events.
• Shared accountability: Both are primary owners within their respective responsibilities and partners in the overall success of the office. Neither stream succeeds on its own.
• Documented delegation: The two Coordinators jointly maintain a written delegation of day-to-day responsibilities, reviewed periodically with the Director, so that ownership, escalation paths and coverage arrangements remain clear and current.
• Indicative time allocation: Approximately 70% facilities, real estate and installations; approximately 30% corporate administration and front-desk coverage. The balance shifts with project cycles, building activity and coverage needs.

Level of Responsibility

Increased handling tasks with greater independence; Responsible for quality and timeliness of personal work. Contributing to projects with guidance, supporting team/organizational objectives.

Key Tasks

A. Facilities & Workplace Operations — Primary Owner

• Own the day-to-day operation, upkeep, safety and appearance of the Montreal office, ensuring the workplace is consistently ready for employees, clients and visitors.
• Serve as the primary liaison with the landlord and property management for service requests, HVAC, lighting, plumbing, cleaning, waste, parking, base-building work and after-hours access.
• Maintain preventive and corrective maintenance schedules; log, prioritize, track and close out work orders, and follow up until issues are genuinely resolved.
• Support health, safety and emergency preparedness: first aid supplies, fire and evacuation drills, emergency procedures, incident reporting, and support to the joint health and safety committee.
• Administer workplace security and access: access cards and badges, key control, alarm codes, visitor protocols, and coordination with IT and Security on surveillance and building systems.
• Manage facilities vendors end-to-end — cleaning, maintenance, security, catering, courier, waste, plants and trades: source and onboard, schedule and supervise on site, verify service levels, review invoices, and track performance against contracts and budget.

B. Real Estate Administration — Primary Owner

• Support the Director on space planning, occupancy analysis and headcount forecasting for the office.
• Maintain current floor plans, seating charts and space-allocation records, and keep them aligned with actual occupancy.

C. Installations, Moves & Workplace Projects — Primary Owner

• Coordinate office installations and fit-outs — furniture, workstations, boardroom and AV equipment, signage, appliances and millwork — from specification and quote through delivery, installation, inspection and sign-off.
• Plan and execute internal moves, adds and changes: desk moves, team relocations and workspace reconfigurations, coordinating with IT for connectivity, telephony (8x8)and equipment readiness.
• Act as the on-site coordinator for contractors: scheduling, site access, safety and insurance compliance, supervision of work, and minimizing disruption to the business.
• Maintain the furniture and equipment asset register, and coordinate storage, redeployment, donation and responsible disposal.
• Deliver small capital and workplace-improvement projects on scope, schedule and budget; prepare cost and recommendations and escalate risks early.

D. Corporate Administration — Shared with the Administration & Front Desk Coordinator

• Manage office supplies, pantry and kitchen stock, mail and courier services, and purchase requisitions.
• Oversee boardroom bookings, meeting logistics, catering and internal events, and support executive scheduling needs.
• Support onboarding and offboarding: workspace readiness, access credentials, telephony (8x8) provisioning, equipment and a strong first-day experience, working in step with HR/People Operations and IT.
• Maintain accurate administrative records: contracts, service agreements, warranties, certificates and compliance documentation.
• Prepare regular reports for the Director on administrative and facilities KPIs, budget tracking, facilities spend and vendor performance.

E. Front Desk & Administrative Coverage — Designated Backup

• Act as the designated backup to the Administration & Front Desk Coordinator, stepping in seamlessly during absences, vacation, peak periods and unplanned events.
• Provide reception coverage to the same standard: greeting employees, clients and visitors, managing the switchboard (8x8), handling mail and courier intake, and ensuring meeting rooms are ready.
• Maintain a current working knowledge of front-desk processes through ongoing cross-training and jointly maintained documentation, so coverage is immediate rather than improvised.

F. Collaboration & Special Projects

• Act as a liaison between Facilities, Catering, HR/People Operations, IT, Marketing and Communications, Finance/Accounts Payable and Health & Safety for seamless service delivery.
• Assist with corporate initiatives, audits, business continuity planning and process improvement projects as assigned.
• Contribute to consistent workplace standards across MSC Canada offices in partnership with the Montreal-based Di