Operations Specialist
Department: Operations
Reports To: Head of Operations
Location: Toronto, ON (Hybrid)
About the Role
The Operations Specialisr plays a key role in driving the efficiency, culture, and day-to-day rhythm of ModiFace. This role combines operational coordination, employee experience, campus management, and recruitment support to ensure the smooth execution of business and people operations. Acting as both a strategic and hands-on partner, the Operations Manager works closely with leadership, HR, and cross-functional teams to create a cohesive and engaging environment for all employees.
Key Responsibilities
Executive and Operational Support
• Provide executive assistance to the CEO, Director/VP of Operations and leadership team, including scheduling, meeting coordination, document preparation, and organizing travel (for all team members) and logistics.
• Manage internal communications such as company aliases, org charts, and office-wide announcements.
• Support project execution, tracking, and documentation for cross-departmental initiatives.
• Support in the documentation for auditors and cybersecurity auditors.
• Main point of contact for Patents, recollection of signatures and complete legal procedures with L’Oreal partners and inventors.
Campus and Office Management
• Oversee day-to-day office operations, including space management, kitchen, vendor coordination, maintenance requests, and supply management.
• Partner with L’Oréal Campus and Facilities teams to ensure a high-quality office experience and smooth execution of operational projects.
• Maintain master records for building access, locker assignments, and keycards for audit and security purposes.
• Maintain and keep tracking of the FRESH initiatives report every month and collaborate every quarter with the finance team.
Employee Experience & Culture (“Chief Happiness Officer”)
• Lead the planning and execution of company events, including Lunch & Learns, social activities, and corporate celebrations (Holiday Party, Island Day, birthdays, and Modi-versaries).
• Manage the Social Club, wellness initiatives, and other programs that support employee engagement and well-being.
• Manage Health & Dental and PSA benefits for all new hires and current employees. Be the main point of contact.
• Champion a positive, inclusive, and collaborative office culture aligned with ModiFace’s values.
HR and Recruitment Coordination
• Partner with HR to coordinate full-cycle recruitment: job postings, candidate screening, interview scheduling, and communication with applicants.
• Support onboarding and offboarding processes, ensuring a seamless experience for new hires and departing employees.
• Support with equipment setup, laptops, devices, access to software, and coordinating with the L’Oreal IT team.
• Maintain accurate HR documentation, checklists, and records in collaboration with the L’Oréal HR Data team.
Day-to-Day Responsibilities
A typical day in this role includes a balance of operational execution(25%), people engagement(40%), and proactive support for leadership and employees(35%):
• Managing the office environment—checking supplies, coordinating with vendors, and ensuring workspaces and the kitchen are functional and welcoming.
• Make sure the coffee machine is in maintenance, milk systems, dishwasher and coordinate that the cleanliness standards are up to date.
• Preparing and distributing internal communications, announcements, and schedules.
• Coordinating meetings, booking travel, booking of restaurants/venues and assisting with documents or presentations for leadership.
• Greeting new hires, setting up onboarding sessions, and ensuring equipment, keycards, and checklists are completed.
• Supporting interview coordination and candidate communication in partnership with the HR team.
• Planning and executing internal events, from birthdays and team lunches to large-scale company gatherings.
• Monitoring and maintaining records for lockers, building access, and operational audits.
• Collaborating with Finance on purchase orders and expense submissions for events or office needs.
• Staying ahead of the calendar—anticipating needs, preparing in advance for major events, audits, or leadership meetings.
Qualifications
• 3–5 years of experience in operations, office management, HR coordination, or executive support (experience in a hybrid tech or creative environment preferred).
• Strong organizational, communication, and problem-solving skills with a proactive and solutions-oriented mindset.
• Proven ability to manage multiple priorities while maintaining confidentiality and professionalism.
• High attention to detail, strong execution skills, and an innate ability to anticipate team and leadership needs.
• Proficiency with Microsoft 365, Google Workspace, and collaboration tools (e.g., Confluence, Asana, or similar).
Compensation
At ModiFace, we believe compensation should be transparent, fair, and reflective of both experience and impact. The total compensation range for this role is $70.000 - 80.000 annually. Compensation is determined based on skills, experience, and the scope and complexity of the role. We value open conversations about compensation and are happy to discuss our approach at any stage of the hiring process.
What We Offer
When you join ModiFace, you’ll enjoy working with a team of passionate software developers and business professionals who are open and collaborative within an inclusive environment. We offer an opportunity to advance and refine your skills and talent.
Along with a competitive salary, we offer access to Health & Dental Benefits, including company-sponsored Wellness & Training programs, Profit Sharing, RRSP Matching, Employee Assistance Programs, exciting in-office and off-site social activities, team lunches, a stocked kitchen, and more!
At ModiFace, we create software used by diverse people globally. We value diversity and inclusion within our team to ensure we can deliver the most fair and accessible technology possible, so we welcome and encourage all persons to apply. Accommodations are available upon request for candidates taking part in all aspects of the selection process.