Facilities and Office Coordinator

Ontario College Of Pharmacists Ordre des Pharmaciens de L Ontario; Toronto; On-site; CAD 60,000 - 76,000; Full time

Job summary

Ontario College of Pharmacists is seeking a Facilities and Office Coordinator to support daily operations, safety, and facility services on site in Ontario. The role handles receptionist duties, vendor coordination, workspace logistics, and data entry in asset management systems.

You will assist with space planning, onboarding, and compliance with OHSA, while ensuring a professional, safe, and efficient workplace for staff and visitors.

Qualifications

• Postsecondary credential in facilities management or related field required.
• Experience coordinating maintenance, vendor relations, and compliance.
• Knowledge of OHSA and building regulations is preferred.

Responsibilities

• Coordinate preventive, reactive, and emergency maintenance for building systems.
• Greet visitors, handle inquiries, and support office operations daily.
• Maintain logs, inspection reports, and vendor records for compliance.
• Assist with space planning, moves, and workspace setup.
• Support OHSA compliance, safety initiatives, and emergency planning.

Skills

Facilities management

Vendor management

OHSA compliance

Planning

Education

Postsecondary diploma or certificate in Facilities Management

Tools

CMMS software

Microsoft Office

Job description

Salary Range: $60,480.00 To $75,600.00 Annually

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.
• 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
• 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 processing, and facilities documentation.
• Knowledge of Ontario health and safety regulations, workplace compliance, sustainability, and energy management practices.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, Teams, and PowerPoint).
• Strong organizational, multitasking, communication, customer service, problem-solving, and decision-making skills.
• Proven ability to manage vendors and stakeholders, prioritize competing demands, and maintain professionalism, discretion, and accountability.
• Detail-oriented, adaptable, and able to work effectively both independently and collaboratively.
• Experience supporting office moves, renovations, workplace projects, physical security systems, and access control programs.
• Ability to interpret service contracts, floor plans, and maintenance documentation, and prepare reports, track KPIs, and support facilities budgets.

What experience we prefer

Education

• Postsecondary diploma or certificate in Facilities Management, Business Administration, Property Management, Building Operations, Office Administration, or a related field preferred.
• Facilities Management Administrator (FMA), Facilities Management Professional (FMP), or similar industry certification considered an asset.
• Health and Safety certification or training considered an asset.

Work Experience

• Minimum 3-5 years of experience in Facilities Coordination, Office Administration, Property Management, Workplace Services, or a related role.
• Experience coordinating maintenance and facility operations in a corporate, commercial, industrial, or multi-site environment.
• Demonstrated experience managing vendors, service contracts, and facility-related projects.
• Experience utilizing service ticketing platforms, or facility management software preferred.
• Experience supporting office administration and workplace services functions.
• Knowledge of building systems including HVAC, electrical, plumbing, and life safety systems is considered an asset.

Working Conditions

Physical & Sensory Demands

• Regular standings, bending, reaching, kneeling, and climbing stairs during facility assessments and office support activities
• Ability to lift, carry, move, or transport office supplies, equipment, packages, and materials up to 25lbs; occasional lifting up to 50lbs
• Mostly office work

Why work for us?

We are the registering and regulating body for the profession of pharmacy practice in Ontario with a mandate to serve and protect the public interest. In addition to ascertaining all registrants meet professional standards, the College sets and ensures ongoing adherence to professional and operational standards as it leads the advancement of pharmacy.

AI Disclosure

At Ontario College of Pharmacists, we value transparency and fairness in recruitment. While our system (ADP Workforce Now) includes AI-powered features, we do not use AI to screen, assess, or select applicants. All evaluations are conducted by people.

OCP is committed to supporting accessibility and diversity. Requests for accommodations can be made at any stage of the recruitment process. Applicants need to make their requirements known when contacted.

We wish to thank all applicants for their interest in this position. We will only contact those whose skills, knowledge, and experience most closely match the requirements of the position.