Coordinator, Reception and Meeting Services

**OUR COMPANY BACKGROUND & CULTURE**
UPP is a ground-breaking jointly sponsored pension plan tailored by and for Ontario’s university sector. Today, we manage $11.8 billion in pension assets and proudly serve over 37,000 working and retired members across four universities and 12 affiliate organizations. Our commitment is to protect the security and sustainability of our members’ pensions while delivering service excellence to our members and employers. UPP is a sector-wide plan designed for growth - our doors are open to all Ontario universities.

Our people are the heart of our organization. Together, we are creating a purpose-driven and inclusive workplace focused on a culture of teamwork, collaboration, and respect — for one another and the world around us. We’re looking for passionate individuals seeking a rewarding career and opportunities to build and shape an exciting new organization with a clear mission, and who share our core values of integrity, inclusivity, ingenuity, and impact.

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THE ROLE*
The UPP is seeking a friendly, professional, and customer-oriented Coordinator, Reception and Meeting Services who will act as the front-line representative to our office. Reporting to the Associate Director, Facilities and Office Services, the Coordinator, Reception and Meeting Services, will be responsible for answering, directing external and internal calls, mail services, inventory management and overall administration of the office with an efficient and service-oriented approach.

**SPECIFIC ACCOUNTABILITIES**
- Welcomes in-person visitors to the UPP office by greeting, and directing them appropriately at reception, Monday - Friday during office hours
- Maintains reception and kitchen areas, assists with stocking supplies
- Provides support to the Facilities and Office services team with invoice management, expenses, document creation, and ad-hoc administrative tasks
- Supports other administrative staff with overflow and provides back-up as required
- Supports the Facilities and Office Services Coordinator with mail and shipping
- Coordinates meeting room reservations and organizes catering as required
- Oversees meeting room bookings, cancellations, and conflicts
- Processes all meeting room related requests
- Assists with coordination and planning of board meetings and office events
- Acts as back up for Facilities and Office services coordinator to cover breaks, lunches, vacation, etc.

**QUALIFICATIONS & EXPERIENCE**
- Prior experience in a reception and/or meeting services role is required
- Prior experience in investment firms, banks, law firms or other financial services related industry also 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
- Requires excellent communication skills, both written and verbal in English (French and additional languages an asset)
- Experience with planning and coordinating events considered 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 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

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PERSONALITY TRAITS*
- Self-driven
- Organized
- Detail-oriented
- Strong work ethic
- Willingness to learn
- Empathetic
- Collaborative