Job Opening: Front Office & Facilities Coordinator

Position: Front Office & Facilities Coordinator
Reports to: HR Director
Contract Type: Fixed-Term One-Year Contract (with likely extension/renewal based on business needs and performance)
Hours: Full-Time during normal business hours
Location: On-Site (North York, Ontario)
Work Environment: Inclusive, innovative, and growth-oriented culture at the forefront of laboratory referral testing.
Operational Focus: Front Desk Reception, Facilities Support and Office Administration, Patient Coordination

Overview

In-Common Laboratories (ICL) is seeking an efficient and highly organized Front Office & Facilities Coordinator to join our team. In this vital role, you will ensure the smooth daily operation of front desk reception, patient coordination, and facilities administration. This is a dynamic, fast-paced role ideal for someone who enjoys variety, thrives on multitasking, and takes pride in creating a welcoming and well-functioning office environment.

Why Join Us?

• Competitive salary and benefits
• Hands-on experience in the medical laboratory environment
• Opportunity to make a difference
• Collaborative and innovative culture
• Supportive team culture that values your contributions

Key Responsibilities

Patient Coordination & Reception:

• Manage the phlebotomy appointment schedule via the online booking system.
• Verify client information and respond to patient questions and inquiries
• Process custom requisitions, including preparing forms and documentation.
• Handle patient payments and issue receipts.
• Respond to client inquiries and assist with client account set-up.
• Greet and assist visitors in a courteous and professional manner.
• Provide general assistance to visitors.
• Maintain the visitor log and issue visitor badges.

Facilities & Office Support:

• Receive deliveries (non-hazardous) and give couriers instructions.
• Distribute mail and handle internal sample drop-offs.
• Coordinate janitorial services to maintain cleanliness.
• Coordinate with facilities team re: daily facilities-related inquiries, complaints, or requests.
• Coordinate shredding service visits as per the schedule.
• Order organizational supplies, monitor and restock as needed.
• Organize and storing materials, assist with conference bookings and ordering branded assets.
• Support space and storage organization within the office.
• Keep communal areas and lunchroom cupboards orderly, well-stocked and well-organized.

Administrative Support:

• Liaise with vendors and third-party service providers.
• Provide administrative support to department leads and team members.
• Organize and maintain custom requisitions in line with Quality Management System requirements.
• Upload and manage contracts in the contract management system.
• Oversee annual laboratory license renewals.
• Support senior leadership with calendar management, meeting coordination, note-taking, and summary preparation.
• Assist in organizing company events, including logistics and food orders.

Qualifications

• High school diploma or equivalent (additional admin/secretarial training is a plus).
• Proven experience in an administrative assistant, or office support role.
• Strong multitasking, time management, and organizational skills.
• Detail-oriented and methodical with a proactive mindset.
• Excellent verbal and written communication skills.

In-Common Laboratories (ICL) is an equal opportunity employer. We offer accommodation for applicants with disabilities, as required, during the recruitment. We would like to thank all candidates for expressing their interest. Please note that only those selected for interview will be contacted.

Apply to: hr@iclabs.ca (Email subject Line: R202508)