Office Coordinator

Enterprise AI is moving from pilots to production, and the constraint is no longer the model — it's the data. Agents are only as good as what they can sense, trust, and act on in the moment, and real-time, event-driven data is becoming the foundation every serious AI system runs on.  

Solace is the leading platform for the enterprise AI era. Established enterprises worldwide — including RBC Capital Markets, Bosch, Heineken, PSA Singapore, United Airlines, Schwarz Group, and hundreds more — have built their business around Solace to enable intelligent, real-time experiences, modernize their application and integration landscape, and create seamless digital journeys for their customers, partners, and employees. 

So, the next time you drive a car, order furniture online, fly in a plane, check your bank balance on your phone, your positive experience could be a direct result of our technology—and your hard work! 

About the Role

The Office Manager is the heartbeat of Solace’s Kanata headquarters. This is a full-time, fully onsite contract role (Monday to Friday), with the possibility of conversion to a permanent position.

We’re looking for someone who takes genuine pride in owning the office environment. You are warm, organized, and proactive. You are excited to be the first face people see when they walk through the door.

You will be the go-to person for everything related to the physical workplace: facilities, supplies, vendor relationships, and health and safety. You will also own Solace’s co-op recruitment coordination, working closely with the HR team to ensure a smooth experience for student candidates.

If you love keeping things running, making people feel welcome, and will never say “that’s not my job”, then this role is for you.

What You’ll Manage 

Office Experience & Workplace Welcome

• Serve as the primary greeter and first point of contact for all staff, visitors, and guests. You set a consistently warm, professional tone at the front desk
• Own the day-to-day office experience at Solace HQ, proactively identifying and resolving anything that affects the look, feel, or function of the workspace
• Bring energy and positivity to the workplace; come up with creative, thoughtful ways to make the office environment welcoming and fun for everyone
• Act as the central point of contact for all office-related questions and inquiries from staff and visitors
• Partner with the HR and People team to support a positive, inclusive employee experience at Solace
• Prepare and assemble swag bags for new hires and help get them settled in on their first day, ensuring a warm and organized welcome
• Coordinate food and beverage ordering for department and company events, managing logistics from selection to delivery

Facilities & Space Management

• Coordinate major workstation reconfigurations, moves, and construction projects, including supervising contractors and scheduling with internal stakeholders
• Research, propose, and implement new office solutions that continuously improve the workplace experience
• Take ownership of kitchen cleanliness and overall office tidiness, ensuring common areas are always presentable and well-maintained
• Keep kitchens well stocked; manage coffee, kitchen, and office supply orders and vendor relationships
• Liaise with the landlord on building maintenance, deficiencies, cleaning schedules, and temperature or lighting issues
• Install small accessories (whiteboards, load bars, etc.) and move or arrange small furniture items as needed
• Arrange for maintenance and repair of office equipment and furniture
• Maintain accurate floor plans and up-to-date workstation information
• Manage office supply inventory and purchase orders with vendors

Health & Safety

• Coordinate, attend, and take minutes for Joint Health & Safety Committee meetings; action any requests or recommendations following each meeting
• Perform duties of the Fire Warden during fire drills and emergencies
• Conduct quarterly Health & Safety inspections and follow up on identified issues

Co-op Recruitment Coordination

• Own the end-to-end coordination of Solace’s co-op recruitment process in partnership with the HR team
• Liaise with post-secondary institutions and co-op portals to post roles and manage incoming applications
• Schedule interviews, coordinate assessments, and ensure a positive, organized candidate experience throughout the process
• Onboard incoming co-op students, including workspace setup, introductions, and day-one logistics
• Track co-op cycles, timelines, and headcount to keep the program running smoothly term over term

General Administration

• Participate in team meetings, cross-departmental meetings, and working groups as required
• Perform other related administrative duties as required, including managing purchase orders and expense tracking

What You Bring

• Minimum 2-year college diploma in a related field (Business Administration, Office Management, etc.) and/or equivalent experience
• 3+ years of experience in an office management, facilities, or administrative role in a professional environment
• A genuinely warm, people-first personality. You love making others feel welcome and go out of your way to do so
• Strong organizational skills and sharp attention to detail; you take ownership of your responsibilities and see things through
• Comfortable managing vendor relationships, coordinating with contractors, and researching solutions independently
• Flexible, resourceful, and ready to GSD (get stuff done!)
• Ability to thrive under pressure, manage competing priorities, and adapt quickly when plans change
• Proficient in MS Outlook and the full MS Office Suite
• Able to occasionally lift objects weighing up to 20 lbs, receive and deliver goods, and maintain the storage room
• Experience with co-op or recruitment coordination is a strong asset
• Health & Safety Certification is an asset

Why You’ll Love Working at Solace

• We have an awesome team. You’ll get to work with some of the smartest, most collaborative people in the industry
• We believe in work-life balance and that it’s important to love what you do
• We live by our values every day: craftsmanship, trust, courage, freedom, momentum, humility, and human experience
• Our training programs are top-notch
• We like to brag about our stellar customer lineup!
• We are social. We like to keep things simple and fun
• We are one of the top-ranked employers on Glassdoor

Role Status: EXISTING

Expected Salary Range: Expected salary range for this role is from $22.00 to $28.00 per hour. The final offer within this range will reflect the successful candidate’s skills and experience.

At Solace, we are committed to a fair, inclusive, and transparent recruitment process.
To help identify candidates whose qualifications best align with the role, we use artificial intelligence (AI) tools during the initial stage of resume screening. These tools compare submitted resumes to the job description, focusing on education, experience, and skills.

Importantly, all decisions beyond this initial screening—including interviews and final hiring—are made by our human recruitment team. AI is never used to make final hiring decisions.

Let’s Talk

Not sure you meet every requirement? That’s okay — we’re more interested in your potential and passion. If this role excites you, we’d love to hear from you.

Need accommodations during the hiring process? Just let us know — we’re here to support you.

Thanks to everyone who applies! While we wish we could connect with every candidate, only those selected to move forward will be contacted.

At Solace, we believe that diversity and inclusion drive innovation and growth, both in business and in life. We strive to create an enriching and safe workplace where you can be who you are. If you want to do the best work of your career and feel supported every step of the way, we encourage you to join us!