Facilities Coordinator

Job Description

The Facilities Coordinator is responsible for supporting the efficient day-to-day operations of both corporate and site offices within a construction environment. This role provides administrative and operational support to project teams, manages office and site facilities, and coordinates communication between multiple locations.

The Facilities Coordinator ensures that offices remain fully functional, well-organized, and aligned with project requirements, while maintaining strong relationships with vendors, suppliers, and internal stakeholders.

The salary range for this position is $60,000 CAD - $70,000 CAD, plus additional benefits.

Key Responsibilities:

Administrative & Project Support

• Provide administrative support to project management teams, including scheduling meetings, preparing documentation, and maintaining organized filing systems.
• Process invoices, track expenses, and assist with budget-related documentation.
• Maintain accurate and up-to-date records of project documentation, contracts, and correspondence.
• Support internal communication between head office and site teams.

Office & Site Operations Management

• Oversee daily operations of corporate offices and site locations to ensure a safe, organized, and fully functional environment.
• Manage office supplies, equipment, and service providers, including coordinating maintenance and repairs.
• Lead the setup and mobilization of new offices and site trailers, including furniture, equipment, and logistics.
• Track and monitor office and site-related budgets and general service contracts.

Vendor, Inventory & Logistics Coordinator

• Liaise with vendors and suppliers to obtain quotes, issue purchase orders, and coordinate timely delivery of goods and services
• Manage inventory for office and site supplies, ensuring adequate stock levels
• Coordinate deliveries to various locations and oversee tracking of materials and related costs
• Monitor vendor performance to ensure quality, cost efficiency, and adherence to timelines.

Coordination, Events & Continuous Improvement

• Coordinate meetings, training sessions, and company events, including logistics, scheduling, and catering.
• Collaborate with cross-functional teams to support project and operational objectives.
• Identify operational challenges and implement practical solutions to improve efficiency and workflows.
• Travel between offices and project sites to provide on-site support, including occasional after-hours coordination of critical deliveries.

Qualifications

• High School Diploma or equivalent.
• Additional education or training in office administration, business management, or a related field preferred.
• 1-3 years of experience in an administrative or office coordination role, preferably within the construction industry or a related field.
• Strong organizational and time management skills, with the ability to effectively prioritize competing tasks and meet multiple deadlines in a fast-paced environment
• Excellent verbal and written communication skills, with the ability to engage professionally with internal stakeholders, clients, and external vendors
• High level of attention to detail, ensuring accuracy and consistency in documentation, reporting, and record-keeping
• Adaptable and flexible, with the ability to respond effectively to shifting priorities and evolving project needs
• Strong interpersonal and collaboration skills, with a proven ability to work effectively as part of a team
• Proactive problem-solver, capable of analyzing issues, thinking critically, and implementing practical solutions
• Resourceful and self-motivated, with the ability to take initiative and resolve challenges independently
• Flexible and team-oriented, with a willingness to take on additional responsibilities and support broader team objectives as needed.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant business applications.

Additional Information

What We Offer

• Competitive Salary
• Comprehensive Benefits Package:
  • Disability Insurance
  • Dental Insurance
  • Extended medical insurance
  • (Optional) RRSP matching
  • Discretionary Bonus

Why OTG?

Welcome to Ontario Transit Group (OTG), located in the heart of Downtown Toronto, where diversity and passion collide. As we work on the groundbreaking Ontario Line project, we prioritize fostering a positive culture. Join us and be part of a team that celebrates our employees, organizes family events, and promotes health and wellness initiatives. Our commitment to personal and professional growth means annual performance reviews, salary increases, comprehensive health benefits, generous RRSP matching, industry education support, and career development opportunities.

OTG uses artificial intelligence (AI) tools as part of the applicant screening process. However, applications are reviewed by a member of our Recruitment team to ensure a fair and thorough assessment.

At OTG, we embrace diversity, recognizing that it strengthens us as a team and as a company. We are an equal-opportunity employer, encouraging applications from all interested candidates. We value Indigenous people, racialized people, neurodivergent people, people with disabilities, and individuals from gender and sexually diverse communities with intersectional identities. OTG is committed to fostering an inclusive, equitable, and accessible environment. If you require accommodation during the selection process, please contact hr@ontransitgroup.ca.

If you're ready to be part of our dynamic team in one of the world's most diverse cities, don't wait any longer—apply now!

While we appreciate your interest, only selected candidates will be contacted for interviews. Please note that we do not accept agency submissions.