Front Office Coordinator

Veeva Systems is a mission-driven organization and pioneer in industry cloud, helping life sciences companies bring therapies to patients faster. As one of the fastest-growing SaaS companies in history, we surpassed $3B in revenue in our last fiscal year with extensive growth potential ahead.

 

At the heart of Veeva are our values: Do the Right Thing, Customer Success, Employee Success, and Speed. We're not just any public company – we made history in 2021 by becoming a public benefit corporation (PBC), legally bound to balancing the interests of customers, employees, society, and investors.

 

Join us in transforming the life sciences industry, committed to making a positive impact on its customers, employees, and communities.

The Front Office Coordinator manages the reception and hospitality experience for Veeva’s Toronto office. This person must be detail-oriented, exhibit strong customer service values, have proven time management skills, and have the ability to work in an environment that changes daily. This role is professional-facing and works closely with the Workplace Services Manager assisting with projects and daily operations of the office space.

Provides the first impression to clients, partners, potential employees, and Veevans. Act as an ambassador for the company

Provide excellent customer service to all Veeva guests and employees with any office related requests

Coordinate events onsite or offsite such as team meetings, lunches, socials, and activities

Assist with facility requests, building maintenance, and vendor coordination

Organize and maintain reception and common area appearances (restocking items as needed, moving and occasionally organizing and cleaning areas)

Manage and stock inventory and budget for office supplies

Oversee cleanliness of the common areas, as needed

Maintain security by following procedures and controlling access (issuing access cards and visitor registration)

Manage incoming and outgoing mail, shipping (FedEx), and deliveries

Provide administrative and project support to local teams as needed

Must be able to work in the office daily during business hours, 8 AM – 5 PM, and available at the front desk for long periods of time

Prior customer service or front office experience in a professional business office

Excellent customer service and interpersonal skills

Strong verbal communication and organization skills

Self-starter with a positive, can-do attitude

Google Suite, e-mail, and calendar management experience

Intermediate skills Google (Sheets, Slides, Docs), Canva and MS Office (Word, Excel, PPT)

Adapts quickly to new technology

Able to juggle multiple tasks with efficiency and accuracy

Ability to adjust to changing environments

Ability to lift up to 25 lbs

We value your time and believe in a transparent hiring process. Here is the process you can expect.

• Follow the application process and submit your resume.

• Within 3 days, you will receive a link to a personality assessment administered by a third party.

• Once you complete the assessment, our team will review your full application package and follow up via email with our decision.

• If moving to the interview stage, the process is as follows: 

1. A conversation with the hiring manager

2. A practical case exercise

3. A final conversation with our group's Senior Leader.

• Once all interviews are complete, the manager will be in touch with a final decision. 

Veeva’s headquarters is located in the San Francisco Bay Area with offices in more than 15 countries around the world.

 

Veeva is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity or expression, religion, national origin or ancestry, age, disability, marital status, pregnancy, protected veteran status, protected genetic information, political affiliation, or any other characteristics protected by local laws, regulations, or ordinances. If you need assistance or accommodation due to a disability or special need when applying for a role or in our recruitment process, please contact us at talent_accommodations@veeva.com.