Office Coordinator (Facilities)

TalentSphere Staffing Solutions; Toronto; On-site; CAD 62,000 - 73,000; Full time

Job summary

TalentSphere Staffing Solutions is seeking an Office Coordinator for our Toronto office on a long-term temporary contracts basis. You will report to the Facilities Manager and ensure smooth operations in an in-office environment from 8:30am to 5pm with corporate attire.

Overtime may be required, including weekends, to support facilities and events. Role requires 3–5 years in facilities management and office administration, strong English communication, and proficiency in MS Office.

Qualifications

• Bachelor's degree or higher in a business related field.
• Facilities Management experience is an added advantage.
• Minimum 3-5 years in a facilities management and office admin role.
• Strong English communication; local language skills are a plus.

Responsibilities

• Support Facilities Manager and deliver facilities management services per SLAs.
• Manage planned maintenance activities and supplier performance.
• Supervise contractors during hours and on weekends when needed.
• Procure facilities maintenance services per policy; process invoices.
• Maintain asset register, labelling, and purchase orders via Concur.
• Conduct safety inspections, log issues, and participate in Health & Safety initiatives.
• Organize meetings, coordinate board logistics, and manage office supplies.
• Handle onboarding/offboarding logistics and daily office operations.

Skills

Facilities Management

Office Administration

MS Office

Vendor Coordination

Education

Bachelor's degree in Business related field

Tools

Concur

SAP Concur

Job description

TEMP Long Term contract - ongoing (12 months++)

In Office - Toronto

Corporate Attire Required

Overtime Flexibility required (early, late, weekends)

$30 - $35 / hour

• Please note, candidates without Facilities Management experience will not be considered**

Not For Profit

TEMP Long Term contract - ongoing (12 months++)

In Office - Toronto

830am - 5pm

Corporate Attire Required

Overtime Flexibility required (early, late, weekends)

$30 - $35 / hour

If you are an experienced Office Coordinator looking to increase your impact, read on!

The Opportunity

Reporting to the Facilities Manager, the Office Coordinator will be responsible for ensuring the safe & smooth running of the office.

Ways You Can Contribute

• Support the Facilities Manager in delivering all facilities management services in line with agreed service level agreements with suppliers ensuring consistent service.


• Managing planned preventive maintenance (PPM) activities for different facilities management services.


• Managing supplier performance as per the agreed SLAs.


• Support/supervise the work of contractors during working hours and out-of-hours/ weekends when applicable.


• Procurement of facilities maintenance services - source suppliers for different facilities management services per the procurement policy.


• Ensure all service contracts are in place where needed per the foundation procurement policy.


• With the help of the Facilities Manager, ensure effective departmental financial management by adhering to company purchasing procedures.


• Proactively report or log any observations, service issues or failures into the facility helpdesk system (if available) as and when required to provide proactive service to staff.


• Responsible for the day-to-day operations of the office, ensuring the availability of consumables, the effective operation of office equipment such as coffee machines, proper arrangement of furniture, and the maintenance of high 5S standards to ensure a safe, organized, and efficient workplace.


• Facilitate the procurement process by generating purchase orders and promptly processing vendor invoices through Concur.


• Ensure the asset register is always updated and that critical assets are clearly labelled.


• With the support of the Facilities Manager, conduct workplace safety inspections and audits and ensure all findings are documented, owned, and completed as required.


• With the Facilities Manager, participate in the Health, Safety and Wellness Committee and ensure the Country Office meets government regulations on health, safety, and environmental standards.


• Support the Health and Safety department by conducting workplace inspections and risk assessments and reporting incidents and near misses to ensure safe and secure work systems.


• Liaise with landlord/building management at the country level for all real estate-related aspects as needed.


• Liaise with the Country Communications Department to facilitate internal communications from the Facilities Department for the Country Office.


• Manage the foundation Canada Office Inquires Outlook mailbox.


• Assisted in organizing and coordinating meetings, including booking meeting rooms, setting up water and coffee, arranging catering, and preparing required materials.


• Coordinate logistics for foundation board meetings, including scheduling, vendor coordination, room setup/turndown, ensuring seamless execution of board meetings.


• Oversee daily country office employee headcount for monthly reporting.


• Organize and maintain physical and digital files/archives, ensuring documents are properly labelled, stored, and easily accessible.


• Support new employees' onboarding/offboarding by ensuring new hire workstations, business cards, and other facility requirements are set up.


• Responsible for tracking, maintaining records of, and ordering office supplies to support a conducive and efficient working environment for Foundation staff.


• With the support of the Facilities Manager, handle all emergency calls related to premises and coordinate resolution accordingly.


• Prioritize tasks and manage time effectively to ensure daily responsibilities are completed in a timely manner.


• Collaborate with colleagues and other office staff members to support overall operations and achieve shared goals.


• Reception coverage as needed


• Any other tasks may be required at times.

WHO YOU ARE

• Bachelor's degree or Higher Diploma in Business related field or any related field.


• Facilities Management experience is an added advantage.


• Minimum 3-5 years of experience in a Facilities Management & Office Administrative role in a fast-paced environment.


• Strong communication skills in English, written and spoken, and the ability to communicate in the local language specific to your country.


• Able to work independently with little direction or supervision and possess the ability to coordinate and manage multiple projects.


• Proficient in MS Office applications (PowerPoint, Word, Excel, Office 365, and SharePoint).


• Financial management knowledge and SAP Concur is a plus.


• Flexible, adaptable, and able to execute a range of job duties and changing priorities.


• Possess professional maturity, sensitivity to different cultures, and impeccable integrity that exemplify the Foundation's values.

Only applicants with the legal right to work in Canada can be considered for this opportunity.

We thank all those who express interest in this opportunity however only those short-listed we be contacted.