Facilities and Office Coordinator

Employment Status: Permanent Type of Position: Backfill Location: On Site Number of Vacancies : 1 Position Summary The Facilities and Office Coordinator, under the direction of Manager, Facilities & Building Services is responsible for supporting the daily operation, maintenance, safety, and functionality of office and facility environments. This role serves as the primary point of contact for facilities-related requests, greets and screens visitors, answers and refers inbound telephone calls, schedules appointments, vendor coordination, workplace services, office administration, and building maintenance activities. The Facilities and Office Coordinator helps ensure a safe, efficient, and professional workplace while supporting employees through facility services, onboarding, workspace coordination, health and safety compliance, and front-office support. What you’ll do at OCP Facilities Operations & Maintenance Coordinate preventative, reactive, and emergency maintenance activities for building systems, including HVAC, electrical, plumbing, security, and janitorial services. Conduct regular facility inspections to identify maintenance needs, safety concerns, and compliance issues. Maintain accurate logs, Fire and Building compliance documentation, inspection reports, and vendor analysis records. Coordinate equipment servicing and building maintenance schedules, as well as data input of same into CMMS software. Support workplace improvement, sustainability, and energy conservation initiatives. Assist with facility-related projects, renovations, office upgrades, and workplace improvements. Vendor & Contractor Management Coordinate activities with external service providers and contractors to ensure timely and effective services Review invoices, service reports, and purchase orders for accuracy. Assists the Manager in the maintenance of vendor agreements, and any other related documentation Office Administration & Workplace Services Serve as receptionist on a daily rotating basis with team members, by responding and/or directing to telephone, email, and in-person inquiries from clients, visitors and other parties. Refer all inquiries to the appropriate individuals, or departments across the organization. Coordinate day-to-day office operations and provide administrative support for workplace functions. Coordinate meeting rooms, workplace logistics, and office events. Manage office, kitchen, and facility supplies, inventory, and procurement activities. Oversee incoming and outgoing mail, courier services, package distribution, and company correspondence. Maintain office directories, records, procedures, and workplace documentation. Data entry, reports, work order management within Asset Management software Space Planning & Employee Support Assist with the coordination of workstation setups, office moves, furniture installations, and workspace reconfigurations. Manage employee access cards, security badges, and workspace assignments. Support onboarding activities by preparing workstations, arranging building access, and providing workplace orientation. Liaise with IT regarding workplace technology, equipment installations, and employee workspace requirements. Health, Safety & Compliance Support compliance with the Occupational Health and Safety Act (OHSA), company policies, and building regulations. Participate in workplace inspections, safety initiatives, and emergency preparedness activities. Maintain security access systems, visitor protocols, and related records. Report and document incidents, hazards, and corrective actions. Assist with emergency response and business continuity planning. Other duties as assigned by Manager, Facilities & Building Services What we’re looking for Strong knowledge of facilities management, building maintenance, workplace services, and critical building systems (HVAC, electrical, plumbing, security, and life safety). Experience with procurement, inventory control, budgeting, invoice pr…

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