Coordinator, Reception

Job Description

16 York St, Toronto, ON M5J 0E6, Canada

OUR COMPANY BACKGROUND & CULTURE

UPP is the first pension plan of its kind in Ontario’s university sector, proudly serving over 41,000 members across five universities and fourteen sector 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 (EDI&R). We believe diverse teams, perspectives, and lived experiences contribute to better decisions and a better workplace.

As a pension plan, UPP approaches investing through a long-term lens to generate and safeguard value. Our commitment to investing responsibly accounts for material risks that impact our investment portfolio to generate sufficient risk-adjusted returns to meet the pension needs of our members.

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

THE ROLE

UPP is seeking a friendly, professional, and customer-oriented Coordinator, Reception & 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.

We are a fast-growing organization and excited for the future incumbent in this position to join our team, play a critical role in our continued evolution, and positively enhance the UPP plan member, employee, candidate, and visitor experience

This role is based in downtown Toronto and requires the successful candidate to be on-site every day, Monday through Friday, during business hours.

SPECIFIC ACCOUNTABILITIES

- Perform all front desk reception functions, ensuring professional, efficient, and courteous service to visitors, staff, and stakeholders while maintaining a well-organized and welcoming office environment.

- Provides support to the Facilities and Office services team with invoice management, expenses, document creation, and ad-hoc administrative task

- Coordinates and manages all meeting room requests, ensuring appropriate setup, scheduling, and logistical support.

- Assists in the planning and execution of board meetings, office events, and special functions, serving as the primary point of contact for all event-related activities.

- Provides backup support to the Facilities and Office Services Coordinator during breaks, lunches, vacations, and other absences to ensure seamless office operations.

- Supports the Facilities and Office Services Coordinator in maintaining UPP’s internal security system, including access updates and daily camera monitoring.

- Assists with coordinating security access for employees and vendors with the property manager.

- Helps manage mail services, including pickup, sorting, scanning, and distribution of incoming and outgoing packages.

- Supports health and safety initiatives by assisting with the implementation of safety procedures and protocols.

- Assists with managing the workstation reservation and locker systems, including tracking usage and preparing reports as needed.

- Liaises with office services vendors and employees to ensure continuous services and maintenance within the office.

- Orders office and Kitchen supplies as needed, maintaining appropriate inventory levels.

- Supports the Facilities, and Office Services Coordinator and AD, Facilities and Office Services with managing the office efficiently and with a service-oriented approach.

- Coordinate and support the planning and execution of events and meetings, both large and small as required.

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.

- A collaborative approach to understand and respond to organizational needs and partner with various organizational and control functions.

- High degree of professional ethics and integrity.

- Strong commercial and strategic judgment.

- Alignment with UPP’s desire to be a leader in Responsible Investing, ESG, and climate change

LIFE AT UPP

Do work that matters. We are duty-bound to serve our members’ interests, and it’s a responsibility we don’t take lightly. That’s why we’ve ingrained sustainability in our work from day one—to ensure our members have a resilient future to retire into, both today and for generations to come.

Stronger together. Collaboration is how UPP was born, and it’s how we work with each other and our partners day in, day out. No one at UPP is just a number (even if they are excellent at math) and every win is a shared win.

Grow every day. You’ll have the opportunity to work on unique, once-in-a-career projects that maximize your skill set and probably teach you some new ones—at any stage in your career.

Prioritize wellness. At UPP, wellness takes many forms. Ultimately, it’s about ensuring our people are cared for in the ways that matter to them. Check out some highlights of our inclusive employee-focused benefits program including:

- Defined benefit pension plan

- Comprehensive group benefits including medical, dental, vision etc.

- Extended paramedical and mental health service coverage

- Health care and lifestyle spending accounts

- Fertility treatments, paid parental leave, and gender affirmation coverage

- Education Assistance program

EEO STATEMENT

UPP enthusiastically welcomes applications from all qualified applicants and especially invites people with lived experience as an Indigenous person, a person with a disability or as a member of another Human Rights Code protected group that faces barriers to employment to apply. Our goal is to create a barrier-free experience for every candidate throughout the recruitment process, so if you require accommodation at any point during the process, please let us know so that we can make the appropriate arrangements. It would be our honor to work with you to adapt our processes to ensure that you can meaningfully participate.

UPP respects your privacy. For information on how UPP handles the personal information you provide during the application process, please see our Job Applicant Privacy Statement.

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