The Coordinator, Office Facilities is accountable for the effective day-to-day delivery of office administration, facilities and workplace services. The role supervises two Administration team members assigned to office and administrative services. This role oversees office facilities, records-support services, workplace requirements, vendors, equipment and supplies, visitor and access services, and office-related onboarding and offboarding activities.

KEY RESPONSIBILITIES:

- Lead office administration procedures
- Lead and oversee the day-to-day delivery of office administration and workplace services, ensuring services are effective, responsive, consistent, and customer focused.
- Develop and maintain the office administration policies, procedures, service standards, documentation, resources, forms, and templates.
- Establish service priorities and oversee records administration, offsite file management, confidential shredding, mail and courier services, office and kitchen supplies, visitor services, and other general office support.
- Oversee the administrative components of employee onboarding and offboarding, including workspace, equipment and office orientation requirements.
- Monitor office administration service levels, operational performance and key performance indicators and provide reporting on operational performance and service delivery and implement improvements where required.
- Ensure office-administration activities comply with relevant organizational policies and records retention, privacy, security, and other administrative requirements.
- Provide hands‑on support to maintain service delivery during absences, peak workloads, special events, projects,



or unexpected operational requirements.
- Prepare administration budget and forecasts, and approve administration expenditures within authorized limit.

- Lead office facilities, equipment and vendor administration

- Lead and, when necessary, directly support the day-to-day administration of office facilities, equipment, furniture, supplies, and related workplace services.
- Oversee and action as needed office and equipment maintenance.
- Lead approved office space requirements, office reconfigurations, renovations and office improvement initiatives.
- Manage relationships with office service vendors and external service providers, monitor service delivery and contractual requirements, and facilitate resolution of service issues.
- Obtain and evaluate quotations, coordinate approved purchases, review invoices within delegated authority, and maintain appropriate vendor, service contract, and warranty documentation.
- Oversee office equipment and administrative assets, including procurement, inventory controls, maintenance, replacement, and disposal.
- Oversee visitor management, office access, visitor access cards, and related office security processes, including team member training.
- Coordinate office health and safety and emergency preparedness activities,



including participation on the Health and Safety Committee, workplace inspections, follow-up of office‑related action items, and emergency response resources.
- Manage facility and building‑related matters with the landlord and follow up on maintenance and service issues.
- Monitor facilities, equipment, supplies, and vendor services to identify opportunities for improved service, operational efficiency, and cost effectiveness.

- Management & Team Development

- Provide leadership, direction, and performance management when necessary to administrative team members.
- Participate in the recruitment, development and retention of administrative team members.
- Conduct team members' annual performance evaluations.

- Lead and/or support projects within the Administration team.
- Provide backup support for the Risk Management & Contracts Lead, as required.
- In support of continuous quality improvement, identify and recommend opportunities to improve departmental services, processes, systems, and procedures.
- Other duties as required.

QUALIFICATIONS:

- Required Minimum Qualifications:
- Bachelor's degree/diploma.
- 5 years of related experience.

- Preferred Qualifications and Experience:

- Advanced interpersonal and communication skills.
- Organization and prioritization skills.
- Proficiency in Microsoft Office or Microsoft Office 365.
- Exceptional attention to detail and time management skills.
- Customer-service focused and able to effectively communicate with multiple internal and external stakeholders.

SALARY:

The annual salary for this position is $8

📌 Coordinator, Office Facilities (Edmonton)
🏢 Default Brand
📍 Edmonton