Facilities and Administrative Coordinator Department: Finance and Facilities Type: Full-Time - Permanent 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. We work in a fast-paced environment, but we find time to have fun and give back to the community.

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. A competitive vacation package with additional work-life balance day.

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, secure, 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.

Front Desk

Manage front desk responsibilities, including: Answering phones. Managing boardroom calendars. 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. Order business cards as required. Provide support to the Director and Advisor on reports, programs, and initiatives as required.

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. 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.

Facilities

Regularly liaise with building management, housekeeping, and vendors to ensure business operations run smoothly.

Emergency Evacuation

Planning.

Crisis

Management as it relates to our BCP.

Security

Management and Safety protocols. 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 a #

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