Haply Robotics builds cutting-edge haptic technology that enables natural, immersive interactions with digital systems. We’re looking for a dependable and detail-oriented Office Administrator & Facilities Coordinator to help manage our three-floor office, coordinate logistics, and ensure our workspace runs like a well-oiled machine
This role covers a broad mix of responsibilities, from facility upkeep and inventory management to shipping coordination, basic bookkeeping, and front-desk support. You’ll play a key part in creating a productive, clean, and professional environment for our team and guests.
Responsibilities
- Office Maintenance & Supplies
- Maintain cleanliness and order across all office floors (Main, Basement, 4th)
- Restock kitchen, bathroom, and office supplies weekly
- Oversee garbage/recycling and break down boxes
- Water plants, replace light bulbs, and report maintenance issues
- Clean shared surfaces, boardrooms, and demo robots daily
- Wipe whiteboards and post photos to Slack
- Shipping & Deliveries
- Pack and ship internal and external packages (Tues, Thurs, last day of month)
- Follow shipping SOP and quality guidelines
- Receive incoming packages and notify recipients via Slack
- Keep delivery area organized and aligned with reference photos
- Grocery & Inventory Management
- Place weekly Voila grocery orders (Monday for Tuesday delivery)
- Follow predefined order list and stay within $210 CAD budget
- Monitor stock of supplemental items (e.g. mayo, recycling bags)
- Post substitutions or issues in #office-handoff channel
- Administrative Support
- Book meetings and send calendar invites for internal/external calls
- Provide admin support to project leads and managers
- Liaise with suppliers for office needs (pre-approved only)
- Maintain clear records of purchases and submit monthly to Finance
- Accounts Payable & Finance Coordination
- Collect and input vendor invoices in Odoo with proper GL codes
- Run weekly AP report and match transactions in bank feeds
- Follow up on overdue payments or credits
- Front Desk & Candidate Screening
- Answer and screen incoming calls
- Greet visitors and ensure smooth guest experience (sign-in, drinks, escort)
- Conduct initial screening calls with candidates and update notes in Odoo
- Notify hiring managers and book follow-up interviews
- Event & Lunch Support
- Assist with lunch prep when needed
- Help with setup for team/client demos and special events
-
Refill snack bins and drink fridges daily before 9:00 AM
Must Have
- 1+ years of experience in office administration, logistics, or facilities
-
1+ Year Bookkeeping or accounts payable experience
- Strong organizational and multitasking skills
- Comfortable using Google Workspace and spreadsheets
-
Proficient in English and French (spoken and written)
- Professional, reliable, and proactive in communication
Nice to have
- Experience working in a startup or hybrid work environment
- Familiarity with vendor communications and supply procurement
- Experience supporting team events or managing facilities in multi-floor spaces
What's great in the job?
- Great team of smart people, in a friendly and open culture
- No dumb managers, no stupid tools to use, no rigid working hours
- No waste of time in enterprise processes, real responsibilities and autonomy
- Expand your knowledge of various business industries
- Create content that will help our users on a daily basis
- Real responsibilities and challenges in a fast evolving company
Our Product
What We Offer
Each employee has a chance to see the impact of his work.
You can make a real contribution to the success of the company.
Several activities are often organized all over the year, such as weekly
sports sessions, team building events, monthly drink, and much more
Perks
A full-time position
Attractive salary package.
Trainings
12 days / year, including
6 of your choice.
Sport Activity
Play any sport with colleagues,
the bill is covered.
Eat & Drink
Fruit, coffee and
snacks provided.
