Facilities Coordinator

The Facilities Coordinator is responsible for supporting the efficient day-to-day operations of both corporate and site offices within a construction environment. This role provides administrative and operational support to project teams manages office and site facilities and coordinates communication between multiple locations.

The Facilities Coordinator ensures that offices remain fully functional well-organized and aligned with project requirements while maintaining strong relationships with vendors suppliers and internal stakeholders.

Key Responsibilities:

Administrative & Project Support

• Provide administrative support to project management teams including scheduling meetings preparing documentation and maintaining organized filing systems.
• Process invoices track expenses and assist with budget-related documentation.
• Maintain accurate and up-to-date records of project documentation contracts and correspondence.
• Support internal communication between head office and site teams.

Office & Site Operations Management

• Oversee daily operations of corporate offices and site locations to ensure a safe organized and fully functional environment.
• Manage office supplies equipment and service providers including coordinating maintenance and repairs.
• Lead the setup and mobilization of new offices and site trailers including furniture equipment and logistics.
• Track and monitor office and site-related budgets and general service contracts.

Vendor Inventory & Logistics Coordinator

• Liaise with vendors and suppliers to obtain quotes issue purchase orders and coordinate timely delivery of goods and services
• Manage inventory for office and site supplies ensuring adequate stock levels
• Coordinate deliveries to various locations and oversee tracking of materials and related costs
• Monitor vendor performance to ensure quality cost efficiency and adherence to timelines.

Coordination Events & Continuous Improvement

• Coordinate meetings training sessions and company events including logistics scheduling and catering.
• Collaborate with cross-functional teams to support project and operational objectives.
• Identify operational challenges and implement practical solutions to improve efficiency and workflows.
• Travel between offices and project sites to provide on-site support including occasional after-hours coordination of critical deliveries.

Qualifications :

• High School Diploma or equivalent.
• Additional education or training in office administration business management or a related field preferred.
• 1-3 years of experience in an administrative or office coordination role preferably within the construction industry or a related field.
• Strong organizational and time management skills with the ability to effectively prioritize competing tasks and meet multiple deadlines in a fast-paced environment
• Excellent verbal and written communication skills with the ability to engage professionally with internal stakeholders clients and external vendors
• High level of attention to detail ensuring accuracy and consistency in documentation reporting and record-keeping
• Adaptable and flexible with the ability to respond effectively to shifting priorities and evolving project needs
• Strong interpersonal and collaboration skills with a proven ability to work effectively as part of a team
• Proactive problem-solver capable of analyzing issues thinking critically and implementing practical solutions
• Resourceful and self-motivated with the ability to take initiative and resolve challenges independently
• Flexible and team-oriented with a willingness to take on additional responsibilities and support broader team objectives as needed.
• Proficient in Microsoft Office Suite (Word Excel PowerPoint) and other relevant business applications.

Additional Information :

What We Offer

• Competitive Salary
• Comprehensive Benefits Package:
  • Disability Insurance
  • Dental Insurance
  • Extended medical insurance
  • (Optional) RRSP matching
  • Discretionary Bonus

Why OTG

Welcome to Ontario Transit Group (OTG) located in the heart of Downtown Toronto where diversity and passion collide. As we work on the groundbreaking Ontario Line project we prioritize fostering a positive culture. Join us and be part of a team that celebrates our employees organizes family events and promotes health and wellness initiatives. Our commitment to personal and professional growth means annual performance reviews salary increases comprehensive health benefits generous RRSP matching industry education support and career development opportunities.

OTG uses artificial intelligence (AI) tools as part of the applicant screening process. However applications are reviewed by a member of our Recruitment team to ensure a fair and thorough assessment.

At OTG we embrace diversity recognizing that it strengthens us as a team and as a company. We are an equal-opportunity employer encouraging applications from all interested candidates. We value Indigenous people racialized people neurodivergent people people with disabilities and individuals from gender and sexually diverse communities with intersectional identities. OTG is committed to fostering an inclusive equitable and accessible environment. If you require accommodation during the selection process please contact  

If youre ready to be part of our dynamic team in one of the worlds most diverse cities dont wait any longerapply now!

While we appreciate your interest only selected candidates will be contacted for interviews. Please note that we do not accept agency submissions.

Remote Work :

No

Employment Type :

Full-time