Workplace Operations Coordinator

RedMane Canada is an application software consulting and systems integration company in Vancouver.  We deliver software solutions for our clients throughout the Canada and the United States by means of building new applications, implementing cloud and packaged systems, and\/or modernizing legacy systems. In particular, we are focused to helping Indigenous communities across Canada use technology to transform how they support their most vulnerable citizens. <\/span>
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RedMane has earned an exemplary service reputation.  Our primary objective is to ensure the solutions we design and implement meet or exceed the needs of our clients for their mission critical systems. <\/span>
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 We are a problem\-solving company.  Technology is just our tool.<\/span>
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Job Description
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We’re seeking a proactive, detail‑oriented <\/span><\/span>Workplace Operations Coordinator<\/b><\/span> to anchor workplace experience in our Burnaby, BC office while partnering closely with our Chicago HQ team. In this expanded role, you will own the day‑to‑day rhythm of the office—space readiness, supplies, visitor management, mail\/shipping, vendor coordination, building access\/badges, and health, safety, and emergency procedures—while coordinating IT\/desk setups and equipment inventory to keep everyone productive. You’ll provide accounting\/bookkeeping support by coordinating vendor invoicing, keeping track of office expenditures and updating our central accounting team<\/span><\/b>, and monitoring event budgets.<\/span><\/span>
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As a culture champion, you’ll plan and deliver engagement activities and events ranging from small team gatherings to larger celebrations, handling logistics, communications, calendars, and post‑event feedback. On the people side, you’ll serve as the primary liaison to HQ, supporting HR and onboarding teams with initiatives, policies, compliance, and feedback<\/span><\/b>, <\/b>and surfacing Canada‑specific needs.<\/span><\/span>
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You will support onboarding for Canadian employees<\/span><\/b>—including checklists, desk\/IT setup, documentation routing, and orientation scheduling—and maintain accurate employee records, coordinate status changes, and assist with offboarding. Additionally, you will own recruitment for co‑op and graduate students<\/span><\/b>, managing postings, candidate communication, and coordination with hiring managers.<\/span><\/span>
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Success looks like a frictionless office, timely onboarding, clear communications, and strong partnership with HQ People Operations. The role relies on Microsoft 365 (Teams, Outlook, SharePoint, Excel) and shared collaboration spaces, and works cross‑functionally with Accounting, IT\/Ops, Project teams, and Recruiting to deliver exceptional employee experience.<\/span><\/span>
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What does a day in the life of this role look like?
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• Create a welcoming, productive environment<\/span><\/b> by ensuring the office is organized, stocked, and ready for the day—while coordinating any vendor or facility needs.<\/span><\/span>
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• Partner with the Chicago HQ People team<\/span><\/b> to support initiatives, policies, compliance updates, and feedback loops that keep our Canadian office aligned and engaged.<\/span><\/span>
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• Coordinate onboarding for Canadian employees<\/span><\/b>, preparing documentation, scheduling orientations, and ensuring a smooth start for new hires.<\/span><\/span>
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• Support recruitment efforts for co\-op and graduate students<\/span><\/b>, managing postings, candidate communication, and interview logistics.
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• Plan and execute culture\-building and wellness activities and events<\/span><\/b>, from small team gatherings to larger celebrations, fostering connection and fun in the workplace.<\/span><\/span>
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• Track office expenditure and update the central accounting team<\/span><\/b>, while monitoring event budgets and maintaining financial transparency.<\/span><\/span>
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• Champion compliance and workplace standards<\/span><\/b>, helping ensure alignment with Canadian employment laws, health and safety requirements, and privacy regulations.<\/span><\/span>
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• Collaborate across teams<\/span><\/b>—Accounting, IT\/Ops, Project teams, and Recruiting—to deliver exceptional employee experience and a positive, inclusive culture.<\/span><\/span>
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• Marketing and Conference Event Planning <\/span><\/b>— Assisting sales, marketing, creative, and leadership teams in planning and coordinating conference events across Canada and the USA, including managing shipments and logistics, as well as physical presence at some conferences.<\/span>
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  Required<\/b>
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  • 2+ years<\/b> in office administration or workplace operations; 1<\/b> handling HR\/People Ops coordination (onboarding, records, employee support).
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  • Strong organizational skills, discretion\/confidentiality, and proven ability to partner across levels and locations (including HQ).
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  • Event planning experience (logistics, comms, vendor management).
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  • Proficiency with Microsoft 365 (Teams, Outlook, SharePoint, Excel) and collaboration spaces; readiness to learn HRIS tools.
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  • Clear written and verbal communication; service‑oriented mindset aligned to internal professional expectations.
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  • People‑minded and collaborative, with a passion for fostering a positive, inclusive workplace environment.<\/span>
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  • Takes initiative on culture and engagement activities, bringing creativity and enthusiasm to events and team experiences.<\/span><\/span>
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    Nice to Have<\/b>
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    • Familiarity with Canadian employment standards, workplace safety, and privacy practices (escalating complex matters to HR\/legal).
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    • Bookkeeping exposure (invoice processing, expense reconciliation); payroll coordination experience.
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    • Certification or progress toward CPHR<\/b>; experience in multi‑site or consulting environments.
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      All professionals at RedMane are expected to possess these skills:
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      • A strong ethical foundation, capable of thriving in an environment and culture where honesty, integrity, and accountability are core values.
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      • A collaborative spirit, a team orientation, and a willingness and desire to contribute to the success of others.
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         We Offer You<\/b>
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        RedMane has an environment that offers challenging and interesting work. A place where you can have fun and express your talent and creativity. You will be working side by side with like\-minded peers in a non\-bureaucratic environment where sharing knowledge is the norm. Everyone at RedMane shares a passion for making a real difference for individuals, communities, and the world.  
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        Additionally, we believe you should have fun and enjoy growing your career; we provide the supportive and empowering environment to make it happen. RedMane is very proud to offer employees professional and personal perks that include:
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        • A flexible work environment that includes hybridized locations and schedules with frequently catered lunches in the office.
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        • Market based compensation with a full range of benefits including medical, dental, vision, RRSP, short and long\-term disability insurance, etc.
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        • A culture that promotes and fosters career growth through professional training and mentoring.
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        • An employee wellness program that includes free access to professional fitness coaches, structured dietary\/nutrition plans, and events that range from 5k's to triathlons.
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        • Opportunities to give back to the community through our RedMane Community Impact Team which organizes events like Feed My Starving Children, Toy Drives, and other charitable activities.
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