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About the Role

The Facilities and Office Coordinator supports 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 visitors, answers calls, schedules appointments, coordinates vendors, and manages workplace services, office administration, and building maintenance.

Responsibilities

Coordinate preventative, reactive, and emergency maintenance activities for building systems.
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, and input data 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.
Assist the Manager in the maintenance of vendor agreements and related documentation.
Serve as receptionist, responding to telephone, email, and in-person inquiries.
Refer inquiries to the appropriate individuals or departments.
Coordinate day-to-day office operations and provide administrative support.
Coordinate meeting rooms, workplace logistics, and office events.
Manage office, kitchen, and facility supplies, inventory, and procurement.
Oversee incoming and outgoing mail, courier services, package distribution, and correspondence.
Maintain office directories, records, procedures, and workplace documentation.
Perform data entry, generate reports, and manage work orders within Asset Management software.
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.
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.
Perform other duties as assigned by Manager, Facilities & Building Services.

Requirements

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.
Ability to prepare reports, track KPIs, and support facilities budgets.
Regular standing, 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.

Skills

Facilities Management
Building Maintenance
Workplace Services
HVAC
Electrical Systems
Plumbing Systems
Security Systems
Life Safety Systems
Procurement
Inventory Control
Budgeting
Invoice Processing
Facilities Documentation
Health and Safety Regulations
Workplace Compliance
Sustainability Practices
Energy Management
Microsoft Office Suite
Outlook
Word
Excel
Teams
PowerPoint
Organizational Skills
Multitasking
Communication Skills
Customer Service
Problem-Solving
Decision-Making
Vendor Management
Stakeholder Management
Prioritization
Professionalism
Discretion
Accountability
Attention to Detail
Adaptability
Independent Work
Collaboration
Office Moves
Renovations
Workplace Projects
Physical Security Systems
Access Control Programs
Service Contract Interpretation
Floor Plan Interpretation
Maintenance Documentation Interpretation
Report Preparation
KPI Tracking
Facilities Budget Support
CMMS Software
Asset Management Software
Service Ticketing Platforms

Location

On Site

Work Type

Permanent
Full-time

Experience Level

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 supporting office administration and workplace services functions.

Education Level

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.

Salary/Compensations

Please apply by October 16, 2026 stating salary expectations

About the Company

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.
The College sets and ensures ongoing adherence to professional and operational standards as it leads the advancement of pharmacy.

Equal Opportunity

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.