Workplace Experience Coordinator

About exacare ai

exacare ai is a leading healthtech company on a mission to build the AI operating system for post-acute care. Our platform connects referral sources, admissions workflows, and reimbursement systems so teams can review documentation, evaluate patients, and act quickly and confidently. Today, exacare ai powers more than 2,500 post-acute facilities / agencies.

Backed by a $30M Series A led by Insight Partners, we’re bringing world-class talent together to transform healthcare. If you like building, learning, and making a real impact, come join us!

About the role

We're looking for a Workplace Experience Coordinator to join our Toronto team and help keep our growing office running smoothly. You'll manage day-to-day office operations and help create memorable events that bring our team together. As our headcount grows over the next year, you'll play a key role in building a welcoming, organized, and engaging workplace. This role is in-office 5 days per week.

What you'll do

Socials, Events, Administration

• Support the planning and coordination of monthly socials for the Toronto team
• Decorate and maintain a welcoming office environment that supports team culture every day
• Gather team feedback on event preferences and interests
• Plan and coordinate office initiatives that encourage connection and participation
• Support merch fulfillment and manage inventory for customer gifts and recruitment event swag
• Coordinate logistics for customer on-site visits, including hotel bookings, catering, and restaurant reservations

Office Management

• Serve as the first point of contact for office-related questions and requests
• Order and stock office supplies to keep workspaces well-equipped
• Manage the snack program, keeping the team fueled and shared spaces replenished
• Welcome guests, candidates, and other visitors
• Communicate office updates to the Toronto team
• Keep the office organized, stocked, and running smoothly day to day
• Coordinate deliveries and manage outgoing mail and shipments
• Load and unload the dishwasher, keep the kitchen tidy, and reinforce shared cleaning expectations
• Develop and maintain office SOPs and policies
• Keep meeting rooms tidy, organized, and consistently furnished
• Manage the seating plan, including seating changes and expansion as new hires join

What you'll bring

• 1-2 years of experience in administrative support, office coordination, or another operational role in a fast-paced environment
• Strong organizational skills and the ability to manage multiple priorities without losing sight of the details
• Comfort navigating ambiguity and a proactive approach to building structure
• A clear, empathetic communication style that builds trust with colleagues
• Excellent interpersonal skills and a welcoming, approachable manner
• Proficiency in Google Workspace, Notion, and Slack

Nice-to-Haves

• Event-planning or culture-committee experience
• Office management experience
• Experience in a startup environment

Benefits + Perks

• Competitive salary and equity in a high-growth startup
• Flexible PTO-take the time you need
• Medical, dental, and vision coverage, including a health spending account
• A collaborative startup culture, including company off-sites
• Work perks: Discounts at Othership, Formula Fig, GoodLife Fitness, and more to come!
• Compensation: Base salary of $65-70k CAD, based on level and experience

An insight into our Core Values

Only the best belong here

• We are unapologetic about talent. This should be the best team you have ever been on. Protecting that standard is how we honor each other’s time, ambition, and craft.

We work even harder to keep our partners than we did to earn them initially

• The work does not stop when a customer first onboards to our platform. It deepens over time. We partner with operators, listening and learning about real problems, and translate that into solutions that help them succeed in practice. We earn trust through consistent delivery.

We keep the patient downstream of every decision

• At the end of the day, this is about the patient. We get there by deeply respecting and reflecting on our purpose: to develop software that aids teams in delivering better care.

Raise the bar on ownership

• We grow because people here go beyond the minimum. We invest extra effort, care, and ownership into what we build.

The world is moving fast. We move faster.

• This is a race. We work hard, we move early, and we stay ahead of problems and competitors. If we slow down, someone else will pass us.

Radical candor, zero politics

• We say what’s true, early, and we keep communication direct and clean so the team can move.

Bring good vibes and win together

• We win as a team. We bring energy, support each other, and make the workplace somewhere people are excited to show up.