Coordinator, Facilities and Office Services

1 month ago

Toronto, Ontario, Canada Randstad Canada Full time
Are you an organized and proactive individual with a knack for multitasking in a dynamic work environment? Are you passionate about providing top-notch customer service and maintaining efficient office operations? If so, we have an exciting opportunity for you

We are looking for a Office and Facilities Coordinator to join a financial institution within the heart of Toronto


You will play a pivotal role in ensuring the smooth operation of the office environment by managing mail services, coordinating shipments, supporting health and safety initiatives, and maintaining office facilities and security.

Requires 2+ years' experience, strong communication skills, and proficiency in Microsoft Office Suite.

Client-focused, self-motivated individuals with a collaborative approach are encouraged to apply, preferably with experience in the financial, legal or other corporate services industries.

If you are ready to take on this exciting opportunity, please apply directly to this posting.

Advantages
$57,000 annual salary
Bonus potential
Mon-Friday In-Office, flexible 7.5 hour day
3 weeks vacation
Comprehensive group benefits package starting day 1
5 personal days, 4 wellness days, and slow down periods
TTC-friendly downtown Toronto location

Responsibilities

  • Manages mail services including pick up, sorting, scanning and distribution of all incoming mail and courier packages according to established schedules and procedures.
  • Arranges shipment of all outgoing packages, ensuring timely delivery and costeffectiveness.
  • Collaborates with relevant stakeholders to support health and safety initiatives and assists in the implementation of safety protocols and procedures.
  • Maintains reception and kitchen areas, ensuring they are clean, organized, and wellstocked.
  • Manages the workstation reservation system and locker system and prepares reporting related to usage as required.
  • Liaises with office services vendors and employees to ensure continuous services and maintenance within the office.
  • Orders office supplies as needed, maintaining appropriate inventory levels.
  • Acts as back up for Coordinator, Reception and Office Services by welcoming inperson visitors to the office, answering and directing incoming calls as needed, and by covering breaks, lunches, vacation, etc.
  • Assists with coordination of meeting room reservations, overseeing bookings, cancellations, conflicts and room set up as required.
  • Liaises with the Data & Technology team to troubleshoot meeting room support issues.
  • Assists with coordination and planning of board meetings and office events.
  • Supports the AD, Facilities and Office Services with managing the office efficiently and with a serviceoriented approach.

Specific accountabilities:

  • Manages and maintains the internal security system for the company by adding and changing access for various employee groups and monitoring on site security cameras daily.
  • Liaises with the property manager to arrange security access for employees and vendors.
Qualifications

Qualifications:

  • Minimum completion of a high school diploma (college diploma or bachelor's degree preferred).
  • Minimum of 2 years' experience in office administration, facilities management, or related roles.
  • Prior experience at investment firms, banks, or law firms or other organizations in the financial services industry is considered an asset.
  • Must be customer focused with a desire to exceed customer expectations and utilize strong interpersonal skills when interacting with all levels of staff and external visitors.
  • Must be able to maintain a high level of confidentiality with respect to business matters.
  • Excellent communication skills, both written and verbal in English (skills in written and spoken French is an asset).
  • Certification in First Aid & CPR and incident response experience considered an asset.
  • Self starter, highly organized and able to multitask in a fastpaced work environment.
  • Proficiency in using Microsoft Office Suite
  • This position involves tasks that require the ability to lift and move items weighing up to 40 lbs without assistance.
Summary

If you meet the above-listed criteria, register for a Randstad account online if you have not yet registered, and please apply directly online.

We appreciate all applicants and those interested in this opportunity, however only those with relevant experience will be considered.

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada.

As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees.

In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.


Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle.

We ask that all job applications please identify any accommodation requirements by sending an email to to ensure their ability to fully participate in the interview process.

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