Facilities and Administrative Coordinator
Department: Finance and Facilities
Type: Permanent
Location: Toronto (Hybrid)
Posting Date: October 31, 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 you’ll 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
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 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 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
Exemplify OPTrust’s values: collaboration and teamwork, integrity, respect, flexibility, excellence, and continuous improvement
Please submit your application via Workday by November 13, 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 careers@optrust.com, 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.