Front Desk Coordinator

Opportunity

Fengate is looking for a Front Desk Coordinator to act as a polished and dependable representative at the front of the office. This position is central to creating a professional, friendly, and efficient experience for employees, guests, and outside partners. It goes beyond standard reception work and contributes to office operations, continuity planning, security awareness, and the overall employee experience.

The ideal candidate will bring professionalism, sound judgment, confidentiality, and a strong sense of ownership. The role sits at the center of coordination between Internal Operations, IT, HR, Finance, Property Management, and third-party vendors, supporting both everyday execution and ongoing improvements to office processes.

Key Responsibilities

• Act as the first contact for visitors and employees, ensuring the front-of-house area is welcoming, professional, and well managed.
• Handle incoming phone calls and general inquiries, routing matters appropriately and responding with discretion and good judgment.
• Keep the reception area and shared spaces neat, organized, and aligned with the company’s image and culture.
• Arrange logistics for meetings and boardroom use, including scheduling, room setup, teardown, catering, and technology readiness.
• Support daily office administration such as supplies, kitchen and snack programs, mail and courier handling, and workspace setup.
• Work with Property Management and external vendors to arrange repairs, maintenance, cleaning, and building-related services.
• Assist with office moves, renovations, furniture changes, IT installs, and offsite storage coordination, including inventory tracking and cleanup tasks.
• Stay aware of office security procedures and help with business continuity and emergency response planning, escalating issues promptly when needed.
• Maintain and revise front desk processes, SOPs, vendor records, and operational documents, while identifying ways to improve efficiency and consistency.
• Help plan coverage and ensure continuity by coordinating backup support when necessary.
• Process operational invoices and track costs according to budgets and internal controls.
• Manage assigned corporate assets such as access cards, keys, equipment, and credit card distribution where applicable.
• Provide support across offices as needed and help ensure consistent service standards between locations.
• Assist HR and IT with onboarding and offboarding so employees have a smooth transition.
• Support in-office events and firm-wide initiatives from planning through execution.
• Serve as an in-office support partner for business teams, executives, and executive assistants.

Requirements

• College diploma or equivalent practical experience.
• 1 to 3 years of experience in front desk, office coordination, or administrative support in a professional setting.
• Strong organization and prioritization skills with the ability to manage several competing tasks.
• Excellent communication and interpersonal abilities, including comfort working with senior leaders and external stakeholders.
• Ability to handle sensitive and confidential information with a high degree of discretion.
• Working knowledge of Microsoft Office tools, including Outlook, Word, Excel, and PowerPoint.
• Comfort learning new systems and technology.
• Strong attention to detail, problem-solving ability, and sound judgment.
• Self-starting attitude with a strong sense of accountability and ownership.

Core Competencies

• Authenticity: build trust and act with courage.
• Performance focus: take responsibility and deliver results.
• Stakeholder awareness: understand the needs of those who depend on your support.
• Relationship building: collaborate effectively and communicate clearly.

Work Location and Schedule

This role is based in Toronto and requires five days per week in the office. Working hours are Monday to Thursday from 8:30 am to 5:00 pm, and Friday from 8:30 am to 4:00 pm.

Equal Opportunity and Accommodation

Fengate is committed to equitable hiring and to building a diverse, inclusive, and welcoming workplace. The company supports diversity, equity, inclusion, and belonging across its workforce, clients, partners, and communities. Accommodation is available for applicants with disabilities upon request.

Application Note

Only candidates selected for an interview will be contacted.

Compensation

The expected base salary for this position is CAD 65,000 to CAD 80,000 per year.