Facilities and Administrative Coordinator

Facilities and Administrative Coordinator

Department: Finance and Facilities

Type: Full-Time - Permanent

Location: Toronto (Hybrid)

Posting Date: October 19, 2026

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 day.

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 you’ll do

Front Desk

• Manage front desk responsibilities, including:
• Greeting and seating clients and visitors.
• Answering phones.
• Managing boardroom calendars.
• Handling all visitor and employee interactions with the highest level of hospitality, professionalism, and timeliness, accommodating special requests whenever possible.
• Maintain the visitor management system by logging all visitors, issuing visitor badges, and signing visitors in and out.
• Manage bookings for all client-facing boardrooms, ensuring details regarding catering, IT and presentation equipment, room layout, and number of meeting participants are recorded, and confirmations are issued to the booker or host.
• Ensure client meeting rooms are kept tidy and stocked.
• Order business cards as required.
• Provide support to the Director and Advisor on reports, programs, and initiatives as required.

Mail

• Process incoming and outgoing mail, including sorting, filing, logging, delivering, and arranging couriers.
• Order, stock, and organize inventory for mailrooms, kitchens, and copy rooms.
• Support the organization’s 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 the record database.
• Manage the process for sending and retrieving records from off-site storage.
• Organize and dispose of records in accordance with 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 the Facilities email box, responding to all Facilities requests within 20 minutes of receipt and ensuring problems and 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 and offboarding process - update floor plans and prepare offices, desks, and lockers for all arrivals, departures, and/or leaves.
• Reconfigure client meeting rooms as required and restore the set-up post-event.
• Assist with all installations, internal moves, and/or refurbishments.
• Support all staff and client events within OPTrust space - courtyard events, training and teambuilding sessions, client meetings, town halls, and more.
• Assist with special projects and renovations as required.
• Work with the JHSC to address all health and safety issues and risks.
• Ensure all invoices from third-party vendors are accurate and processed.
• Provide support to the Director and Manager on reports, programs, and initiatives as required.
• Participate in all departmental process improvement initiatives - reviewing protocols and procedures, process mapping, documenting, and implementing improvements.
• Perform other duties as assigned.
• Ensure clear understanding of and adherence to all OPTrust policies, procedures, and guidelines, while living our values and fostering an inclusive culture.

What you bring

• At least two years’ related experience required.
• Post-secondary education required.
• Demonstrates a service-centric attitude.
• A commitment to continuous learning and self-development.
• Ability to problem solve, 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 OPTrust’s values: collaboration and teamwork, integrity, respect, flexibility, excellence, and continuous improvement.

This posting is for an existing vacancy.

The range of expected compensation for this position is $71,899 to $80,289 per year.

Please submit your application via Workday by November 2, 2026.

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 [email protected], 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 we’re seeking ways to respond to the Truth and Reconciliation Commission of Canada’s 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.