{"id":2891801,"url":"https://alion.io/job/optrust-facilities-and-administrative-coordinator","title":"Facilities and Administrative Coordinator","company":{"id":704290,"name":"OPTrust","domain":"optrust.com","url":"https://alion.io/company/optrust","size_band":"201-500","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":"junior","employment_type":"full_time","work_mode":"hybrid","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Toronto, Canada"],"countries":["CA"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":71899,"max":80289,"currency":"CAD","period":"year","gross":null,"usd_annual":56976},"salary_estimate":null,"experience_years_min":2,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false}],"status":"live","first_seen_at":"2026-10-19T00:00:00Z","employer_posted_date":"2026-10-19","last_verified_at":"2026-10-20T16:42:10Z","board_verified":true,"closed_at":null,"days_open":1,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":1},"description":"Facilities and Administrative Coordinator\nDepartment: Finance and Facilities\nType: Full-Time - Permanent\nLocation: Toronto (Hybrid)\nPosting Date: October 19, 2026\nAt OPTrust, paying pensions today, preserving pensions for tomorrow is our mission and business.\nWhen 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.\nWhat OPTrust offers you\nUnique culture rooted in our core values - collaboration and teamwork, integrity, respect, flexibility, excellence and continuous improvement.\nA purpose-driven environment where we all work towards the common goal of paying pensions today and preserving pensions for tomorrow.\nComprehensive 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.\nA flexible, hybrid work model.\nA dedicated inclusion, diversity and equity strategy with meaningful opportunities to participate, including our employee-led resource groups.\nExtensive 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.\nA competitive vacation package with additional work-life balance day.\nAbout the role\nThis position reports to the Director, Facilities & Administration Services. The Facilities Department is governed and reports into the Finance Division.\nFacilities 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.\nWhat you’ll do\nFront Desk\nManage front desk responsibilities, including:\nGreeting and seating clients and visitors.\nAnswering phones.\nManaging boardroom calendars.\nHandling all visitor and employee interactions with the highest level of hospitality, professionalism, and timeliness, accommodating special requests whenever possible.\nMaintain the visitor management system by logging all visitors, issuing visitor badges, and signing visitors in and out.\nManage 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.\nEnsure client meeting rooms are kept tidy and stocked.\nOrder business cards as required.\nProvide support to the Director and Advisor on reports, programs, and initiatives as required.\nMail\nProcess incoming and outgoing mail, including sorting, filing, logging, delivering, and arranging couriers.\nOrder, stock, and organize inventory for mailrooms, kitchens, and copy rooms.\nSupport the organization’s continuous improvement efforts and ESG objectives by ensuring efficient and effective sourcing activities.\nRegularly monitor inventory levels and identify opportunities to improve inventory accuracy and efficiency.\nRecords\nAssist with development, implementation, and administration of record retention strategies.\nUpdate and maintain the record database.\nManage the process for sending and retrieving records from off-site storage.\nOrganize and dispose of records in accordance with statutory requirements and established policies.\nProvide ongoing training and guidance for employees.\nFacilitate clean-up days for record repositories.\nFacilities\nRegularly liaise with building management, housekeeping, and vendors to ensure business operations run smoothly.\nAcquire and demonstrate knowledge of departmental security protocols, evacuation procedures, and departmental BCP.\nActively participate in:\nEmergency Evacuation Planning.\nCrisis Management as it relates to our BCP.\nSecurity Management and Safety protocols.\nRegularly review physical security protocols for internal staff and external guests.\nAct as liaison between OPTrust and any outside contractors.\nMonitor the Facilities email box, responding to all Facilities requests within 20 minutes of receipt and ensuring problems and inquiries are resolved quickly.\nTroubleshoot equipment issues and place service calls when required for mailrooms, kitchens, and/or copy rooms.\nSupport 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.\nReconfigure client meeting rooms as required and restore the set-up post-event.\nAssist with all installations, internal moves, and/or refurbishments.\nSupport all staff and client events within OPTrust space - courtyard events, training and teambuilding sessions, client meetings, town halls, and more.\nAssist with special projects and renovations as required.\nWork with the JHSC to address all health and safety issues and risks.\nEnsure all invoices from third-party vendors are accurate and processed.\nProvide support to the Director and Manager on reports, programs, and initiatives as required.\nParticipate in all departmental process improvement initiatives - reviewing protocols and procedures, process mapping, documenting, and implementing improvements.\nPerform other duties as assigned.\nEnsure clear understanding of and adherence to all OPTrust policies, procedures, and guidelines, while living our values and fostering an inclusive culture.\nWhat you bring\nAt least two years’ related experience required.\nPost-secondary education required.\nDemonstrates a service-centric attitude.\nA commitment to continuous learning and self-development.\nAbility to problem solve, analyze, and think creatively.\nExcellent verbal and written communication skills.\nExcellent organizational skills and attention to detail.\nAbility to work in a team environment.\nAbility to build consensus and work interdepartmentally to achieve goals.\nAbility to plan, organize, set priorities, and accomplish tasks with minimal supervision.\nProficient in Microsoft Office Suite or related software necessary to create and maintain reports and logs.\nFrequent 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.\nExemplify OPTrust’s values: collaboration and teamwork, integrity, respect, flexibility, excellence, and continuous improvement.\nThis posting is for an existing vacancy.\nThe range of expected compensation for this position is $71,899 to $80,289 per year.\nPlease submit your application via Workday by November 2, 2026.\nServing 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.\nIf 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.\nAs 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.\nWe thank all interested applicants, however only those under consideration will be contacted.","description_format":"text","description_chars":8312,"description_truncated":false,"requirements":{"experience_years_min":2,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[]},"benefits":["Continuous learning","Equity","Hybrid work","Professional development"],"hiring_locations":[{"name":"Canada","iso":"CA","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Pension & Sovereign Wealth Funds"],"lifecycle":[{"event":"open","at":"2026-10-20T02:54:05Z"}],"visa":[],"liveness":{"score":86,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.86,"p_room":1,"age_days":1,"expected_fill_days":27,"reasons":["conf:2","win:early","comp:junior"],"computed_at":"2026-10-20T05:45:00Z"},"pay":{"stated_usd_annual":56976,"is_top_pay":true},"html_url":"https://alion.io/job/optrust-facilities-and-administrative-coordinator","json_url":"https://alion.io/job/optrust-facilities-and-administrative-coordinator.json","meta":{"generated_at":"2026-10-20T23:20:46Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":26931,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-21T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":704290},"rest":"https://alion.io/mcp/rest/get_company?id=704290"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Foptrust-facilities-and-administrative-coordinator"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Foptrust-facilities-and-administrative-coordinator"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Foptrust-facilities-and-administrative-coordinator"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/optrust-facilities-and-administrative-coordinator\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Foptrust-facilities-and-administrative-coordinator"}]}