Facilities and Administrative Coordinator > Joboolo CA :
Company : OP Trust Location : Toronto Ontario From : Talent CA
Our strength resides in our team members with different backgrounds and perspectives creating an inclusive and fulfilling place to work for everyone.What OPTrust Offers YouUnique culture rooted in our core values – collaboration and teamwork, integrity, respect, flexibility, and excellence and continuous improvement – reflected across the team.Dedicated business strategy for inclusion, diversity and equity with multiple, meaningful opportunities to participate.Flexible, hybrid work model being implemented to balance the benefits of working from home and the collaborative teamwork experience in the office.Membership in our world-class defined benefit pension plan.A purpose-driven environment, including the opportunity to contribute to OPTrust’s climate change and responsible investing programs.Professional development opportunities and learning initiatives including access to LinkedIn Learning, in-house speaker series, tuition reimbursement program and professional association memberships.Comprehensive benefits package focused on your health and wellness, including dental, vision and extended health benefits.Opportunity to take parental and adoptions leaves to spend time with family.Competitive vacation package and time away from work such as work-life balance days.If you strive for excellence and continuous improvement, value a collaborative and flexible team culture, and approach everything with integrity and respect, then we invite you to apply to join our team!About the RoleFacilities is a profession dedicated to supporting people and creating spaces that are inviting, safe, well-serviced, and functional.
The Facilities and AdministrativeCoordinator 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 DoAdministrationFront DeskResponsible for managing the front desk:
Greeting and seating clients/visitorsAnswering phonesManaging boardroom calendarsHandle all visitor/employee interactions with the highest level of hospitality, professionalism, andtimeliness, accommodating special requests whenever possibleResponsible 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 booker/hostEnsure client meeting rooms are kept tidy and stockedOrder business cards as requiredProvide support for to the Director/Advisor on reports, programs, and initiatives as requiredPerform other duties as assignedMailProcess 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 activitiesRegularly monitor inventory levels and identify opportunities to improve inventory accuracy and efficiencyRecordsAssist with development, implementation, and administration of record retention strategiesUpdate and maintain record databaseMange process for sending and retrieving records from off-site storageOrganize and dispose of records in accordance with the statutory requirements and established policiesProvide ongoing training and guidance for employeesFacilitate clean-up days for record repositoriesFacilitiesRegularly liaise with building management, housekeeping, and vendors to ensure business operations run smoothlyAcquire and demonstrate knowledge of departmental security protocols, evacuation procedures and departmental BCPActively participate in:
Emergency Evacuation PlanningCrisis Management as it relates to our BCPSecurity Management and Safety protocolsRegularly review physical security protocols for internal staff and external guestsAct as liaison between OPTrust and any outside contractorsMonitor *facilities email box, responding to all *Facilities requests within 20 minutes of receipt ensuringproblems/inquiries are resolved quicklyTroubleshoot equipment issues and place service calls when required for mailrooms, kitchens, and/or copy roomsSupport 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 leavesReconfigure client meeting rooms as required and restore set-up post-eventAssist with all installations, internal moves and/or refurbishmentsSupport all staff/client events within OPTrust space – courtyard events, training/teambuilding session, client meetings, townhalls, etcAssist with special projects and renovations as requiredWork with the JHSC to address all health and safety issues/risksEnsure all invoices from third-party vendors are accurate and processedProvide support for to the Director and Manager on reports, programs and initiatives as requiredParticipate in all departmental process improvement initiatives – reviewing protocols/procedures, process mapping, documenting, and implementing improvementsWhat You BringPost Secondary EducationAt least two years of related experience requiredService focusedA commitment to continuous learning and self-developmentAbility to problem solve, analyze, and think creativelyExcellent verbal and written communication skillsClassification:
InternalExcellent organizational skills and attention to detailAbility to work in a “team” environmentAbility to build consensus and work interdepartmentally to achieve goalsAbility to plan, organize, set priorities, and accomplish tasks with minimal supervisionProficient in Microsoft Office Suite or related software necessary to create and maintain reports and logsPlease submit your application via Workday by January 10, 2023.
We thank all interested applicants, however only those under consideration will be contacted. OP Trust TorontoOntario
