Facilities and Administrative Coordinator

Department: Finance and Facilities

Type: Full-Time - Permanent

Location: Toronto (Hybrid)

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. 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 workplace 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 do

Front Desk

- Manage 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.

Mail

- 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.

Records

- 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.
- 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 an

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