66 Facility Coordinator jobs in Canada

Job Description

Salary:

The Canadian Mental Health Association (CMHA), Ontario is a provincial association, committed to improving services and support for individuals living with mental illnesses and addictions issues, and to the promotion of mental health in Ontario.

Job Summary

The Office Coordinator performs general office coordination services for the CMHA Ontario office, including reception duties and providing general administrative assistance to the office and senior leadership team.

Principle Responsibilities

Administrative, Reception, and Office Support:

• Serve as the primary point of contact for visitors to the 23rd and 26th floors, ensuring a welcoming environment at the CMHA Ontario office.
• Provide reception and greeter services by answering and responding to all incoming calls and info/complaint emails received to the general CMHA, Ontario inbox and redirecting.
• Proactively redirect and coordinate the administration of all client distress and complaint calls, by responding and/or redirecting appropriately to the designated contact individual, service and/or branch, including the CMHA Ontario branch relations lead, CMHA ON branch and/or providing direct contact information for emergency clinical services in the Province of Ontario.
• Perform basic office security duties, including access card administration, mail/couriers, and basic opening and closing procedures.
• Coordinate vendor relationships (e.g., building management, contractors, cleaners, coffee and related supplies, etc.), including ordering general office supplies and verifying invoices.
• Provide administrative support with petty cash management, office supplies and monthly invoice reconciliation.
• Ensure the kitchens, boardrooms, and filing rooms are clean and always organized.
• Arrange regular office mail and courier services and coordinate all deliveries and mailing services for the CMHA Ontario office.
• Facilitate preparation for new hire and off-boarding of employees, including coordinating the new hire arrival by ensuring workspaces, equipment, and welcome materials are in order. Work directly with HR/IT to complete necessary off-boarding and the collection of CMHA Ontario issued equipment and items, via courier or otherwise.
• Schedule and coordinate meetings and events, including arranging catering, preparing necessary materials.
• Monitor workplace safety by identifying and reporting incidents or hazards and monitor compliance.
• Other administrative duties as required.

Skills & Experience

• 2-3 years of office administration or equivalent experience.
• Superior organizational and stakeholder management skills.
• Strong writing and editing abilities.
• Demonstrated track record of taking initiative and acting on opportunity.
• Ability to multi-task and manage time effectively.
• Bilingual in French and English (preferred).
  

Behavioural Competencies

• Teamwork/Collaboration
• Interpersonal Communication
• Initiative
• Time Management
• Adaptability
• Organizational Commitment
  

Salary

Hiring Rate: This position pays between $56,875.29 and $8,562.99 per annum, based on a 35-hour work week.

The salary grid for this role ranges between 56,875.29 at Step 1 and 63,936.04 at Step 5. The initial salary offered for this position is anticipated to fall between Step 1 and Step 2 of the salary grid as posted above as the hiring rate.

The successful candidate will be eligible for a comprehensive benefits package that includes pension through HOOPP, life, health, and dental insurance, exclusive paid time-off and opportunities for professional development.

Working Conditions

This is a full-time, regular permanent position working standard office hours (currently 35 hours/week). This position is based in Toronto, Ontario. This position will be responsible for working from the Toronto Office 5-days per week.

This position is also a desk job with extended periods of sitting, reading, telephone/virtual interaction, and working at the computer. This position involves some moderate lifting, shipping, and handling. Attendance at various meetings throughout the workday/workweek will be required; meetings may occur on short notice, depending on the circumstances.

This position is within the OPSEU Bargaining Unit.

As a condition of employment, the successful candidate will be required to maintain and submit proof of full COVID-19 vaccination.

The Canadian Mental Health Association celebrates the value of a diverse workforce that brings professional and lived experience and expertise from a wide variety of backgrounds and life circumstances. Whatever your background, if you feel you meet the requirements of this role then we want to hear from you.

Workplace and candidate accommodation is available at all stages of the recruitment and selection process upon request. To request accommodation, please contact us

Deadline to apply:

Please submit a cover letter and resume online via BambooHR by end of day Wednesday, August 20, 2025. We sincerely thank all applicants for their interest.

Job Description

Office Coordinator

The Office Coordinator plays a vital role in ensuring smooth daily operations within the organization. They manage administrative tasks, coordinate schedules as well as deadlines, and facilitate communication between departments as needed. By organizing meetings, maintaining office supplies, and handling correspondence, they create an efficient work environment that allows teams to focus on their core responsibilities. Additionally, the Office Coordinator often serves as the first point of contact for clients and visitors, showcasing professionalism and enhancing the company’s image. Their multitasking abilities and attention to detail contribute significantly to overall productivity and team morale.

Primary Responsibilities:

Executive & Administrative Support

• Provide high-level administrative support to senior leadership and management teams
• Manage complex calendars, schedule meetings, coordinate travel arrangements, and prepare agendas
• Draft, proofread, and format correspondence, reports, and presentations
• Maintain confidentiality and handle sensitive information with discretion

Procurement & Proposal Coordination

• Lead and support the preparation, organization, and submission of RFPs (Requests for Proposals), RFIs (Requests for Information), and RFQs (Requests for Quotations)
• Track proposal deadlines and submission requirements, ensuring timely and compliant responses
• Coordinate with internal teams and external partners to gather technical, pricing, and legal documentation

Office Operations & Coordination

• Act as the primary point of contact for general office operations and vendor relations
• Assist the Procurement Team with ordering office supplies, manage inventory, and ensure the office environment is professional and efficient

Meeting & Event Coordination

• Organize internal and external meetings, conferences, and events
• Take meeting minutes, track action items, and ensure timely follow-up
• Manage logistics including catering, venue booking, and technical setup

Document & File Management

• Maintain and organize digital and physical filing systems
• Ensure accurate recordkeeping of contracts, proposals, reports, and company policies
• Assist in creating and maintaining standard operating procedures and templates

Preferred Qualifications:

• 3+ years of experience in an Office Coordinator, or similar administrative role
• 2+ years of experience in document control
• Direct experience managing and responding to RFPs, RFIs, and RFQs
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and Teams)
• Exceptional interpersonal skills for both written and verbal communications
• High level of professionalism, discretion, and problem-solving ability
• Strong time management, meticulous attention to detail and organizational skills with an ability to multitask

Job Description

Office Coordinator

The Office Coordinator plays a vital role in ensuring smooth daily operations within the organization. They manage administrative tasks, coordinate schedules as well as deadlines, and facilitate communication between departments as needed. By organizing meetings, maintaining office supplies, and handling correspondence, they create an efficient work environment that allows teams to focus on their core responsibilities. Additionally, the Office Coordinator often serves as the first point of contact for clients and visitors, showcasing professionalism and enhancing the company’s image. Their multitasking abilities and attention to detail contribute significantly to overall productivity and team morale.

Primary Responsibilities:

Executive & Administrative Support

• Provide high-level administrative support to senior leadership and management teams
• Manage complex calendars, schedule meetings, coordinate travel arrangements, and prepare agendas
• Draft, proofread, and format correspondence, reports, and presentations
• Maintain confidentiality and handle sensitive information with discretion

Procurement & Proposal Coordination

• Lead and support the preparation, organization, and submission of RFPs (Requests for Proposals), RFIs (Requests for Information), and RFQs (Requests for Quotations)
• Track proposal deadlines and submission requirements, ensuring timely and compliant responses
• Coordinate with internal teams and external partners to gather technical, pricing, and legal documentation

Office Operations & Coordination

• Act as the primary point of contact for general office operations and vendor relations
• Assist the Procurement Team with ordering office supplies, manage inventory, and ensure the office environment is professional and efficient

Meeting & Event Coordination

• Organize internal and external meetings, conferences, and events
• Take meeting minutes, track action items, and ensure timely follow-up
• Manage logistics including catering, venue booking, and technical setup

Document & File Management

• Maintain and organize digital and physical filing systems
• Ensure accurate recordkeeping of contracts, proposals, reports, and company policies
• Assist in creating and maintaining standard operating procedures and templates

Preferred Qualifications:

• 3+ years of experience in an Office Coordinator, or similar administrative role
• 2+ years of experience in document control
• Direct experience managing and responding to RFPs, RFIs, and RFQs
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and Teams)
• Exceptional interpersonal skills for both written and verbal communications
• High level of professionalism, discretion, and problem-solving ability
• Strong time management, meticulous attention to detail and organizational skills with an ability to multitask

Job Description

Benefits:

• Company shirts
• Paid sick days
• RRSP Matching after one year
• Competitive salary
• Dental insurance
• Health insurance
• Opportunity for advancement
• Training & development
• Vision insurance

• Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department/area
• Answer multi-line phone system
• Coordinate staff meetings for managers and their teams
• Be a brand ambassador
• Possess excellent written and communication skills
• Must be detail-oriented and have excellent organizational skills
• Must have multitasking capabilities and technical prowess
• Personable demeanor on the telephone and in-person
• Have an unwavering dedication to customer service
• Maintain comprehensive and accurate records
• Order company clothing for the team
• Assist with onboarding/preparing for new team members
• Take excellent detailed messages
• All other duties as assigned

• Knowledge of Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Adobe, One Drive, Share Point)
• Excellent Communication skills
• Ability to be assertive, empathetic, inspiring, and engaging with others
• Ability to learn and operate our primary operating systems
• Ability to answer and communicate with customers via phone and email
• Ability to work with office equipment
• Ability to work independently
• Ability to pass and maintain a satisfactory background check
• Ability to operate a vehicle safely
• Stress Management and Composure
• Problem Solving and Conflict Resolution
• Maintain a level of confidentiality
• Follow the Paul Davis Values, Vision, Mission, and 10 Serving Basics

• High school diploma
• Customer service experience
• 2+ years in an administrative position

Job Description

Naylor Building Partnerships Inc. is currently seeking an Office Coordinator (FT, in Office) to join our team. If you are a new graduate looking to start a career, this is an excellent opportunity for you!

Key Responsibilities:

Reception/ Dispatch

• Answer reception calls and direct callers to the appropriate individuals, monitor reception emails and receive deliveries.
• Greet all individuals that come to the door and take appropriate action. Receive any shipments for the Oakville office and notify appropriate individual of receipt.
• Act as a backup for Customer Service, answering and escalating calls where appropriate
• Coordinate courier services and receive all couriered envelopes and packages.

Office Administration

• Maintain office supply inventory and ensure stock room is organized and replenished
• Manage subcontractors for the Oakville office, which includes cleaning staff, water and lawn maintenance and equipment repairs.
• Place orders for business cards/printing items 
• Coordinate special events, (i.e. department outings, BBQs, Annual General Meeting, Children’s Holiday Party)
• General office duties such as ordering catering, stocking fridges, printing binders, filing
• Provide backup for quotes email, forwarding emails as appropriate
• Booking flights, hotels, cars

Education/ Experience:

• University degree or College diploma in a related field (Business/ Office Administration graduate is considered an asset)
• Excellent verbal and written communication skills
• Professional phone manner
• Proficiency with MS office specifically Microsoft Excel, Word, and Outlook
• Ability to multitask in a busy office environment
• Willingness to take on other duties as needed

We are committed to providing an inclusive and barrier-free workplace that reflects the communities we serve. Naylor will provide reasonable accommodation to applicants with disabilities at all stages of the hiring process in accordance with the Ontario Human Rights Code, AODA 2005, and Naylor’s Accessibility Policy. If you are a person with a disability and need the job posting in an alternative format or any other accessible accommodations during the hiring process, please email your request to 

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Job Description

Company Description

Bantrel is proud to be a leading provider of Engineering, Procurement, Construction and Construction Management (EPC / EPCM) services in Canada.

For 40 years we have delivered end-to-end solutions for some of Canada’s most challenging and complex energy, mining, infrastructure, and nuclear projects, with an unrelenting focus on safety and quality. Bantrel performs design and procurement services from our primary Calgary, Edmonton and Toronto office locations and delivers construction management and self-perform construction services at various Client sites across Canada.

We operate independently but leverage the global expertise of and provide resources to our affiliate Bechtel Corporation, one of the largest EPC companies in the world, and remain Canadian focused including through our other shareholder, McCaig Investments, a respected local family group of businesses and deep community supporter.  Our private ownership provides long-term business planning and strategic decision horizons supported by a strong financial position.

Bantrel Co.: My Company | LinkedIn

We are currently seeking a qualified full-time permanent Office Coordinator to join our team based in Saskatoon, SK. This role is key to ensuring the smooth day-to-day operations of the office and providing broad administrative support across multiple functions, including administration, office services, health & safety (HSE), and human resources.

The ideal candidate is a confident, task-oriented self-starter with exceptional communication skills who thrives in an independent work environment. This position requires full-time, on-site presence in our Saskatoon office and the flexibility to provide occasional minimal after-hours support.

If you're a proactive professional with a passion for operational excellence, be a champion of diversity and inclusion and join our team today!

Duties & Responsibilities:

Administrative Support:

• Serve as the primary point of contact for visitors to ensure a welcoming environment.
• Schedule and coordinate meetings and events, including arranging catering, preparing necessary materials, taking and distributing meeting minutes.
• Develop communications and presentations for senior management as well as development of project and corporate documentation, ensuring alignment with organizational standards and approval processes.
• Act as a back-up to head office reception and project administration when required.
• Maintain and update the project SharePoint portal.
• Coordinate travel arrangements for project personnel.
• Prepare, review, and train personnel on expense reports; review submissions and support the accounting department with any corrections.
• Other administrative duties as required.

Office Services & Health, Safety and Environment :

• Perform basic office security duties, including access card administration, mail/couriers, and basic opening and closing procedures.
• Manage vendor relationships (e.g., cleaners, coffee services, building etc.), including ordering general office supplies and verifying invoices.
• Facilitate preparation for new hire arrival by ensuring workspaces, equipment, and welcome materials are in order. 
• Serve as the designated Fire Warden and participate in the Joint Health & Safety (JH&S) Committee.
• Monitor workplace safety by identifying and reporting incidents or hazards and monitor compliance with local labor laws and safety regulations.

Human Resources:

• Assist the recruitment team with career fair planning and coordination for on-site interviews.
• Act as the primary contact for employee inquiries, escalating to appropriate departments where necessary.
• Coordinate logistics of training sessions as well as virtual orientation sessions for new on-site hires, ensuring a smooth and welcoming experience.
• Champion HR initiatives such as wellness programs, engagement surveys, and training

• Post-secondary education in Business Administration or a related field is preferred.
• 5–7 years of experience in a similar role, with a proven track record of providing administrative support to multiple teams or departments.
• Advanced knowledge of the Microsoft Office Suite with proven ability to utilize PowerPoint to create presentation materials for senior management.
• Prior experience with SharePoint, Visio and Concur (or similar expense reporting software) is an asset.
• Highly accountable with ability to work independently with minimal direction.
• Effective verbal and written communication skills, with the ability to communicate in a tactful and professional manner.
• Strong problem-solving skills, with the ability to think on your feet and find solutions.
• Proactive approach with demonstrated ability to efficiently manage time, resources, and priorities to meet objectives and deliver results.
• Exceptional interpersonal skills, with the ability to engage professionally and deliver a high standard of service to clients and internal teams.

Why Join Bantrel?  

We offer a competitive compensation package, a great learning environment, interesting & challenging work and the opportunity for career advancement.  

• Immediate access to a comprehensive benefits package that provides extended health, dental, vison, prescription coverage and flexible healthcare and personal spending accounts (no waiting period) 
• Employer Group RRSP plan with no matching required 
• Explore the many reasons to be part of our team

Our culture is guided by our Mission and Values , these shape how we treat one another, our Clients, and how we achieve excellence. Bantrel has a long and vibrant history of local community involvement, employee volunteerism, and corporate philanthropy.

We offer a competitive compensation package, a great learning environment, interesting & challenging work and the opportunity for career advancement.

As part of the recruitment process, successful clearance of applicable pre-employment checks is required which may include Criminal Background/Police Information check, Drug & Alcohol test, Reference checks as well as submittal of Provincial Driver’s Abstract. Please note only those candidates selected for interview will be contacted - all other resumes will be retained for future consideration.  No phone calls or unsolicited agency resumes please. AI technology is utilized by Bantrel as part of our recruitment process.

Job Description

Salary:

Company Description:

Launched in 1998 with nothing more than a used Caterpillar dozer and an entrepreneurial spirit, Bouchier has grown to be a leading provider of integrated site services to the Athabasca Oil Sands region.

From our head office in Fort McKay, Alberta, the company now employs more than 1200 dedicated team members and commands a fleet of over 425 pieces of equipment.

With a strong belief in doing the right things in the right way, Bouchier is now one of the largest companies owned and operated by Indigenous peoples in the area providing contracting, construction, and general site services.

Position Summary:

Position: Office Coordinator

Type: Full Time

Location: Head Office at Fort Mckay Incubator Park

Schedule: 40 hours per week. Monday to Thursday, alternating Friday off

Compensation Details:

• Paid bi-weekly upon start date
• Health & Dental and Long-Term Disability Benefits eligible after 3 months of continuous service
• RPP (Registered Pension Plan) with company matching.
• Employer paid Employee Assistance Program

Other Incentives:

• Progression and development opportunities
• Safety Recognition
• Years of Service Recognition
• Company support for recertification of required tickets
• Bouchier welcome gift and company swag

Role Summary:

The Office Coordinator will provide support to both the Head Office and Marketing and Communications team. The coordinator will act as the first point of contact at Head Office directing calls, emails, and traffic to respective people or teams. This role contributes to the efficient day-to-day operations at our head office. The coordinator ensures efficient document controls on Marketing and Communications assets (files, photo library etc.) and will support budget management for organizational departments as required.

Primary Responsibilities:

• Meet and greet incoming team members and visitors at Head Office
• Direct calls, emails and people to respective recipients as required
• Coordinate meetings
• Order office supplies as needed
• Oversee department documental controls (files, photo library and other asset management
• Support budget management pay invoices, complete expense reports
• Support event planning and execution bookings, ordering, catering
• Research, order, track, distribute and inventory promotional items and manage vendor relationships
• Maintain intranet access and distribution lists
• Distribute and track onboarding welcome back packs for new employees
• Well organized, with a demonstrated ability to prioritize functions daily and capable of simultaneously managing multiple responsibilities efficiently and effectively
• Demonstrated ability to work well independently as well as in an energetic team environment

Education & Experience:

• Certificate or Diploma in Office or Business Administration. Knowledge of Marketing and Communications initiatives is an asset
• 1-2 years in administrative capacity supporting various teams within an organization.

APPLICATION DEADLINE:Until suitable candidate is found. Typically, our postings stay open for 2 weeks.

Please follow us on Facebook at

Bouchier would like to thank all applicants who apply to our postings. Please note that only those selected for interviews will be contacted directly. No phone calls please.

Job Description

Salary:

Career Opportunity

GeoSpectrum is growing and has a new career opportunity for a Facility and Security Coordinator who will a pivotal role to ensure our facility is in optimal condition.

As the Facility and Security Coordinator, youll be responsible for ensuring the safety and security of the premises, overseeing maintenance activities, and coordinating facility renovations. In this dynamic role, youll manage maintenance schedules, implement and monitor security measures, respond to emergencies, and support the planning and execution of renovation projects. Your attention to detail and ability to coordinate across teams will help maintain a safe, efficient, and well-maintained environment for all staff and visitors.

Explore GeoSpectrums Story

GeoSpectrum Technologies is a rapidly growing company that designs and manufactures state of the art underwater acoustic components, transducers and integrated end-to-end systems for maritime surveillance and exploration. GeoSpectrum is known for its innovation and designing leading-edge products.

With clients across ocean science, defence, and oil and gas industries, were proud of delivering reliable, customized solutions that go above and beyond the requirements of our customers.

GeoSpectrum was founded in Dartmouth, Nova Scotia and continues to grow after three decades of engineering. Our companys core values are woven into the fabric of our work, commitment to employee engagement, and client service.

Responsibilities

• Facility Operations
  • Oversee the maintenance and functionality of critical infrastructure including office & build areas, secure storage, and controlled workspaces.
  • Coordinate with internal teams and vetted contractors for preventive and corrective maintenance of HVAC, electrical, mechanical, and fire suppression systems.
  • Ensure minimal disruption to production schedules through proactive facility planning and rapid response to issues.
  • Work with the Facilities team to plan and coordinate facility renovation projects.
  • Prepare reports on renovation quotes and provide recommendations.
  • Monitor project timelines and communicate renovation progress and updates to relevant parties.
    

• Security Management
  • Maintain physical security systems including access control, intrusion detection, surveillance, and perimeter defense.
  • Enforce compliance with all applicable security protocols.
  • Conduct regular internal security audits and risk assessments.
  • Coordinate with the Company Security Officers (CSO) and government security representatives for external audits, inspections, and incident reporting.
  • Manage badging, visitor control, and escort procedures for classified and restricted areas.
  • Act on behalf of the CSO with delegated duties (as an Alternate Company Security Officer).

Qualifications

• 35 years of experience in facility and/or security coordination (preferably within a defense or high-security manufacturing environment).
• Eligible for NATO Secret and Canadian Controlled Goods clearances.
• Strong knowledge of defense-related compliance frameworks.
• Experience with access control systems, and video surveillance platforms.
• Excellent organizational, communication, and crisis management skills.
• Exhibits excellent planning and writing abilities, ensuring meticulous organization and clear communication.
• Training and exposure in project management will be regarded as an asset.

Security Requirements

All candidates must be eligible to apply for and maintain Canadian Controlled Goods and

Canadian Government Security Clearances

GeoSpectrums Culture and Benefits

Watch our company video to get to know us! Visit

We take pride in fostering a workplace that based on professional relationships, innovation and continuous improvement, and agile. Our employees work together in a collaborative, cross-functional approach. Enjoy having fun at work? Our social community is next to none! Our leadership team encourages our people to contribute their ideas, insight, and feedback for innovation, continuous improvement, quality management, and workplace safety.

We offer:

• Competitive salary based on experience
• Work-life balance with core hours
• Paid Time Off
• Employee-Family Assistance Program
• Group Plan Benefits
• Virtual Healthcare
• RRSP matching
• Corporate Discounts and perks
• Career development opportunities
• Monthly social activities
• Professional Development and training
• Free on-site parking

GeoSpectrum Technologies is committed to employment equity and building a diverse workforce where every employee can bring their best self to work. We encourage applicants from all qualified individuals, including underrepresented individuals who identify as African Nova Scotian, racially visible, Aboriginal persons, LGBTQIA2S+, persons with disabilities, and women. GeoSpectrum will accommodate applicants' disability-related needs, up to the point of undue hardship, throughout all stages of the recruitment and selection process.If you are a member of one of an equity group, we encourage you to self-identify on either your application form, covering letter, or resume.

Apply Today

While we sincerely thank all applicants for taking the time to apply, however only those chosen for an interview will be contacted.

If you require a disability-related accommodation in order to participate in the recruitment process, please contact the recruitment.