Facilities and Administrative CoordinatorDepartment: Finance and FacilitiesType: Full-Time
- PermanentLocation: Toronto (Hybrid)Posting Date: October 19, 2026At 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 workplace, but we find time to have fun and give back to the community.
What OPTrust offers youUnique 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 doFront DeskManage 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.
MailProcess 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.
RecordsAssist 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.
FacilitiesRegularly 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

📌 Facilities and Administrative Coordinator (Toronto)
🏢 OPTrust
📍 Toronto