Facilities Coordinator

7 months ago

Toronto, Canada University Pension Plan Full time

ABOUT UPP
UPP is the first pension plan of its kind in Ontario’s university sector, proudly serving over 39,000 members across four universities and 12 affiliate organizations. Our purpose is to bring greater retirement peace of mind to the university sector by investing with integrity and serving members with care. As a sector-wide plan designed for growth, our doors are open to all Ontario universities.

Together, we’re a team of progressive thinkers and agile doers operating within a fast-paced culture of collaboration and respect. We believe in bringing smart and capable people together to create, solve and grow with a clear shared vision and values of integrity, inclusivity, ingenuity, and impact.

Our culture is intentionally welcoming and purposefully rooted in equity, diversity, inclusion, and reconciliation (EDIR). We believe diverse teams, perspectives, and lived experiences contribute to better decisions and a better workplace.

As a long-term investor, we recognize that environmental, social and governance (“ESG”) factors support risk management and value creation. As stated in our Responsible Investing Policy, we are committed to incorporating ESG considerations into our investment management activities and we collaborate with other industry participants in the promotion of a sustainable economy and society.

Join us in building a bright future for our members, our organization, and each other.

ABOUT THE ROLE

UPP is seeking a friendly, professional, and customer-oriented Coordinator, Facilities and Office Services who will play a pivotal role in ensuring the smooth operation of our office and encompasses various responsibilities aimed at maintaining an efficient workplace. Reporting to the Associate Director, Facilities and Office Services, the Coordinator, Facilities and Office Services plays a crucial role in supporting the needs of both employees and visitors and contributes to the overall efficiency and productivity of the workplace.

SPECIFIC ACCOUNTABILITIES
- Manages and maintains the internal security system for UPP by adding and changing access for various employee groups and monitoring on site security cameras daily.
- Liases with the property manager to arrange security access for employees and vendors.
- 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 cost-effectiveness.
- 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 well-stocked.
- Manages the workstation reservation system and locker system and prepares reporting related to usage as required.
- Liases 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 in-person visitors to the UPP 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.
- Liases 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 service-oriented approach.

QUALIFICATIONS & EXPERIENCE
- 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 multi-task in a fast-paced work environment.
- Proficiency in using Microsoft Office Suite

ATTRIBUTES
- High degree of self-motivation and professionalism.
- Ability to prioritize and manage multiple projects in a time sensitive manner.
- Excellent relationship building and conflict resolution skills.
- Excellent interpersonal and verbal communication skills.
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