Facilities and Administrative Coordinator

Facilities and Administrative Coordinator

Department: Finance and Facilities

Type: Permanent

Location: Toronto (Hybrid)

Posting Date: November 4 2025

At OPTrust paying pensions today preserving pensions for tomorrow is our mission and business.

When you choose OPTrust you join a team of smart talented people who fuel our success and have a passion for pensions. Everyone at OPTrust in Toronto London and Sydney makes a meaningful impact. Our culture is driven by team members with different backgrounds and perspectives creating an inclusive and fulfilling place to work for everyone. We work in a fast-paced environment but we find time to have fun and give back to the community.

What OPTrust offers you

• Unique culture rooted in our core values collaboration and teamwork integrity respect flexibility excellence and continuous improvement.

• A purpose-driven environment where we all work towards the common goal of paying pensions today and preserving pensions for tomorrow.

• Comprehensive benefits focused on your health and wellness including dental vision and extended health benefits as well as membership in our world-class defined benefit pension plan.

• A flexible hybrid work model.

• A dedicated inclusion diversity and equity strategy with meaningful opportunities to participate including our employee-led resource groups.

• Extensive professional development opportunities and learning initiatives including access to LinkedIn Learning guest speakers tuition reimbursement professional association memberships leadership development programs a mentorship program monthly professional development time and more.

• A competitive vacation package with additional work-life balance days.

About the role

This position reports to the Director Facilities & Administration Services. The Facilities Department is governed and reports into the Finance Division. Facilities is a profession dedicated to supporting people and creating spaces that are inviting safe well-serviced and functional. The Facilities and Administrative Coordinator has a service-centric attitude and the skills necessary to support business operations. The role is responsible for coordinating and executing a variety of administrative and facility-related tasks and projects.

What youll do

Front Desk

• Responsible for managing the front desk:

  • Greeting and seating clients/visitors

  • Answering phones

  • Managing boardroom calendars

• Handle all visitor/employee interactions with the highest level of hospitality professionalism and timeliness accommodating special requests whenever possible

• Responsible for maintaining the visitor management system - logging all visitors into the system issuing visitor badges and signing visitors in/out

• Manage bookings for all client-facing boardrooms ensuring details re: catering IT/presentation equipment room layout and number of meeting participants are recorded and confirmations issued to the booker/host

• Ensure client meeting rooms are kept tidy and stocked

• Order business cards as required

• Provide support for the Director/Advisor on reports programs and initiatives as required

• Perform other duties as assigned

Mail

• Process incoming and outgoing mail - sorting filing logging delivering and arranging couriers

• Order stock and organize inventory for mailroom kitchens and copy rooms

• Support the organizations continuous improvement efforts and ESG objectives by ensuring efficient and effective sourcing activities

• Regularly monitor inventory levels and identify opportunities to improve inventory accuracy and efficiency

Records

• Assist with development implementation and administration of record retention strategies

• Update and maintain record database

• Mange process for sending and retrieving records from off-site storage

• Organize and dispose of records in accordance with the statutory requirements and established policies

• Provide ongoing training and guidance for employees

• Facilitate clean-up days for record repositories

Facilities

• Regularly liaise with building management housekeeping and vendors to ensure business operations run smoothly

• Acquire and demonstrate knowledge of departmental security protocols evacuation procedures and departmental BCP

Actively participate in:

• Emergency Evacuation Planning

• Crisis Management as it relates to our BCP

• Security Management and Safety protocols

• Regularly review physical security protocols for internal staff and external guests

• Act as liaison between OPTrust and any outside contractors

• Monitor Facilities email box responding to all Facilities requests within 20 minutes of receipt ensuring problems/inquiries are resolved quickly

• Troubleshoot equipment issues and place service calls when required for mailrooms kitchens and/or copy rooms

• Support the People team and other departments as required in the onboarding/offboarding process update floor plans and prepare office/desks/lockers for all arrivals departures and/or leaves

• Reconfigure client meeting rooms as required and restore set-up post-event

• Assist with all installations internal moves and/or refurbishments

• Support all staff/client events within OPTrust space courtyard events training/teambuilding session client meetings townhalls etc.

• Assist with special projects and renovations as required

• Work with the JHSC to address all health and safety issues/risks

• Ensure all invoices from third-party vendors are accurate and processed

• Provide support for the Director and Manager on reports programs and initiatives as required

• Participate in all departmental process improvement initiatives reviewing protocols/procedures process mapping documenting and implementing improvements

What you bring

• At least 2 years of related experience required

• Post Secondary Education required

• Demonstrates a service-centric attitude

• A commitment to continuous learning and self-development

• Ability to solve problems analyze and think creatively

• Excellent verbal and written communication skills

• Excellent organizational skills and attention to detail

• Ability to work in a team environment

• Ability to build consensus and work interdepartmentally to achieve goals

• Ability to plan organize set priorities and accomplish tasks with minimal supervision

• Proficient in Microsoft Office Suite or related software necessary to create and maintain reports and logs

• Frequent periods are spent standing or sitting in the same location with some opportunity to move about. Occasionally required to stoop or lift light material or equipment

• Exemplify OPTrusts values: collaboration and teamwork integrity respect flexibility excellence and continuous improvement

Please submit your application via Workday by November 18 2025.

Serving a membership as diverse as ours and investing in a global market means cultivating an environment that embraces inclusion diversity and equity in everything we do. OPTrust is an organization engaged in building on our unique and diverse strengths. We know a diversity of backgrounds cultures gender identities and perspectives are critical to achieving our shared goals.

If you require accommodation at any time during the recruitment process please send a message to or discuss your needs with the Talent Acquisition Consultant during the telephone screening. We will do our best to work with you and provide appropriate accommodation.

As an organization were seeking ways to respond to the Truth and Reconciliation Commission of Canadas Call to Action 92. We are working with the Canadian Council for Indigenous Business to build bridges with Indigenous communities and partners and we have created an employee-led Reconciliation Working Group that will work with Indigenous experts to identify a path to reconciliation for our organization.

We thank all interested applicants however only those under consideration will be contacted.