People & Experience Coordinator

Location: 1 Richmond Street West, Downtown Toronto, ON

Department: People, Talent & Office Management

Reports to: People Manager

Employment Type: Full-Time, Permanent

Working Model: Fully in-office, Monday–Friday

Working Hours: 8:30 AM–5:30 PM

Compensation: $55,000–$65,000 CAD

About proSapient

proSapient is an innovative Expert Network and primary research platform, connecting leading consulting and private equity firms with industry experts to provide the knowledge and insights they need to make informed business decisions. Since launching in 2017, we’ve continued to redefine Expert Networking through technology, including our AI-powered platform.

With over 300 employees across London, Raleigh, Toronto, and Lisbon, we’re a fast-growing scale-up shaping the future of knowledge discovery.

About the Role

We’re looking for a highly organized, proactive, and people-focused People & Experience Coordinator to support our employees and help make our Toronto office a great place to work.

This is a varied, hands-on role spanning People Operations, employee experience, office coordination, facilities and building management, events & community. You’ll be a key point of contact for employees and new hires, while also helping create a welcoming and engaging office environment.

You’ll work closely with the People Manager & the wider PTOM team, Finance, employees, new hires, building management, suppliers, and external providers.

What You’ll Do

People Operations

- Coordinate onboarding for new hires, including documentation, our HRIS (we use Rippling), work authorization, equipment, access, and welcome materials.

- Manage employee data and changes in Rippling, ensuring records and internal trackers remain accurate and up to date.

- Support payroll by preparing weekly reports and ensuring employee changes and new hires are accurately reflected.

- Act as a first point of contact for day-to-day People and benefits queries, escalating where appropriate.

- Support employee lifecycle processes, including onboarding, changes, and offboarding.

- Maintain confidential People documentation, trackers, and processes.

- Issue employee letters and other People documentation as required.

- Help document how our People processes work and suggest ways to simplify and improve them.

- Provide general administrative support to the People Manager and wider People team.

Employee Experience

- Act as a welcoming first point of contact for visitors and employees.

- Manage office supplies, pantry stock, deliveries, post, couriers, meeting rooms, and employee amenities.

- Coordinate building access cards and liaise with building management and security.

- Manage day-to-day facilities issues and coordinate maintenance, contractors, and external suppliers.

- Health and Safety office compliance support

- Track office-related expenses and purchases.

- Coordinate office lunches, catering, refreshments, and internal events.

- Support the Social Committee and help create opportunities for connection and community across our office.

- Help create a welcoming, engaging, and well-maintained workplace.

- Support new joiners with office-related requirements, welcome packs, merchandise, and workspace needs.

What We’re Looking For

- Previous experience in People Operations, HR administration, Health and Safety, building facilities and office coordination, workplace experience, or a similar role.

- Highly organized with excellent attention to detail.

- Comfortable managing multiple priorities and working to deadlines.

- Strong communication and interpersonal skills.

- Proactive, practical, and willing to take ownership and get things done.

- Comfortable working with HR systems, spreadsheets, and employee data; Rippling experience is an advantage.

- Strong customer service mindset and genuinely enjoys helping people.

- Able to build positive relationships with employees, suppliers, and external partners.

- Comfortable handling confidential information with discretion.

- Flexible and able to respond calmly to changing priorities and unexpected needs.

What Success Looks Like

- Employees and new hires receive timely, helpful, and professional support.

- People data, onboarding, payroll inputs, and documentation are accurate and up to date,

- People processes run smoothly and efficiently, and you’ve helped make some of them simpler.

- The Toronto office is organized, welcoming, and well maintained.

- Facilities issues, Health and Safety, events, & team needs are handled proactively and effectively.

- You build strong relationships across the business and become a trusted point of contact for employees.

Benefits

- 17 days PTO annually.

- Extended health benefits, including dental, vision, and prescription coverage.

- Employee Assistance Program.

- Team and company events, including socials, quarterly gatherings, and annual summer and holiday celebrations.

- Opportunities for professional development and career progression.

Our Commitment to Inclusion

Must be legally authorized to work in Canada. proSapient does not provide visa sponsorship for this role.

At proSapient, we are an equal opportunity employer. We offer employment opportunities based on qualifications, merit, and business need, without regard to protected characteristics.

Due to the regulated nature of our clients, successful candidates are subject to thorough screening and pre-employment checks, including an enhanced background check.

As part of our recruitment process, we use AI-assisted tools to help inform our decisions. These tools are used for support only and do not make hiring or employment decisions independently. All final decisions are made by a member of our team.