About Us

We are a virtual-first primary care organization reimagining how people access and experience healthcare. Our mission is to deliver comprehensive, high-quality, and compassionate care that integrates technology, data, and human connection through a seamless digital platform complemented by in-person visits when needed. While our care is provided exclusively to patients in the United States, our team is distributed across the United States and Canada, bringing together clinicians, technologists, and operators who share a commitment to making high-quality healthcare delightful, personal, and accessible to everyone.

Description

We are looking for an organized and energetic Office Coordinator to be the heartbeat of our Montreal office. This is a unique role perfect for someone looking to launch their career in People Operations. You will split your time between ensuring our office environment is welcoming and efficient and supporting our People & Culture team with essential HR processes. If you are a "people person" who loves checking things off a to-do list, planning great team events, and wants to learn the ropes of Human Resources in a fast-paced tech environment, this role is for you.

Responsibilities

Office Operations & Workplace Experience

• Act as the first point of contact for guests, employees, and vendors, ensuring a welcoming and professional office environment.

• Maintain a clean, organized, and fully stocked office (kitchen, meeting rooms, supplies, snacks, etc.).

• Serve as the primary liaison with building management, cleaning services, and external vendors for maintenance, repairs, and office-related requests.

• Oversee office logistics including mail handling, deliveries, and inventory management.

• Manage office access (badges/FOBs), seating arrangements, and workspace setup for new and existing employees.

• Support workplace health & safety initiatives, including coordinating First Aid resources and safety compliance activities.
  

Employee Experience & Events

• Plan and coordinate in-office events and team activities (e.g., lunches, happy hours, celebrations) to foster a positive and engaging workplace culture.

• Support onboarding logistics by preparing workspaces, equipment, and welcome materials for new hires.

• Help create a smooth and positive in-office experience for employees, identifying opportunities to improve engagement and comfort.
  

Administrative & Operational Support

• Provide administrative support to HR operations, including assisting with onboarding logistics, maintaining employee records, and coordinating routine people-related processes as needed.

• Coordinate travel arrangements (flights, accommodations) for team members as needed.

• Provide general administrative support to leadership and various teams (e.g., scheduling, meeting coordination, document preparation).

• Assist with vendor coordination, purchase orders, and basic budget tracking for office-related expenses.

• Act as a point of contact for general office-related inquiries, ensuring timely follow-up or escalation when needed.

• Support cross-functional teams with ad hoc operational projects and initiatives.

Skills / Qualifications Required

• 1 to 2 years of experience in Office Operations; experience in a fast-paced startup or tech environment is a strong asset.

• Professional fluency in both French and English (verbal and written). This is essential for communicating effectively with our local team and stakeholders across Canada and the US.

• Foundational knowledge of HR standards, legislation, and industry best practices.

• Highly adaptable and flexible, with a demonstrated ability to take initiative.

• Exceptional prioritization skills with the ability to manage multiple projects in a dynamic environment.

• Ability to work effectively as an individual contributor while maintaining strong connections within a distributed team.

• High level of integrity and the ability to handle confidential sensitive information with professionalism.

• Fast learner with a working knowledge in Google Workspace, Slack, and HR systems.

• Ability to work from our office in Mile-End at least three times a week.

Compensation

Our compensation is market-aligned, performance-led, and designed to ensure internal equity. We review pay regularly, with progression tied to demonstrated impact and expanded scope rather than tenure alone. Final offers are determined by an applicant's unique skills, competencies, and qualifications.

Benefits

Please note that specific benefits vary by country and location of employment. Your recruiter will confirm the exact package available to you during the interview process.

• Paid Time Off: Flexible vacation, sick leave, and 12 statutory holidays.

• Health & Insurance: Medical, Dental, Vision, Disability, and Life insurance.

• Wellness: Mental health programs and an Employee Assistance Program (EAP).

• Retirement: RRSP/401(k) program with company match.

• Development: Annual reimbursement for eligible training and professional programs.

• In-Office Perks: Monthly lunches and team events for in-office employees.

Applicants must be legally authorized to work in the country where the role is based at the time of application. Circle Medical is an equal opportunity employer and affirmatively seeks diversity in its workforce. Circle Medical recruits qualified applicants and advances in the employment of its employees without regard to race, color, religion, gender, sex, sexual orientation, gender identity, gender expression, age, disability, genetic information, ethnic or national origin, marital status, veteran status, or any other status protected by law. Reasonable accommodations are available— please let our Talent team know.