Coordinator, Administration

Salary Range: $60,000.00 To $68,000.00 Annually

This position is one of
two Coordinators who together form the Administration & Facilities team for the Toronto/Mississauga office
. Both positions carry the same title, grade and level of accountability; what differs is the stream each one owns.

This position is the
primary point person for facilities, real estate and installations
. The focus is on maintaining the workplace, supporting the employee experience, and ensuring the facility continues to operate effectively — from building and landlord relationships and vendor management through space planning, office installations, fit-outs and internal moves.

Equally important, this position is the designated backup to the Administration & Front Desk Coordinator. Both Coordinators are fully cross trained on the same processes and procedures so that either person can effectively support the other’s responsibilities when needed, with no visible drop-in service to employees or visitors. Each is a primary owner within their own stream and a partner in the overall success of the office.

Both positions report to the Director, Facilities & Administration, who is based in Montreal and provides coverage across both the Montreal, Vancouver and Toronto/Mississauga offices. The role combines planning with hands-on execution: anticipating what the office will need, coordinating external providers and contractors, tracking spends and service levels, preparing clear reports to support decision-making, and stepping in on events and executive requests when required.

This role is designed around a deliberate separation of ownership with full mutual coverage. Candidates should understand the model before applying:

• Primary
  - Facilities, Real Estate & Installations (this posting; primary owner):
  The primary point person for facilities, real estate and installation-related responsibilities, focused on maintaining the workplace, supporting the employee experience, and keeping the facility operating effectively.
• Secondary
  - Administration & Front Desk
  :
  Acts as a secondary to the Front Desk Office Coordinator— consistency that is essential to a strong employee and visitor experience.
• Cross-coverage:
  This position provides front-desk and administrative coverage when required. Both Coordinators are fully cross-trained so that either can seamlessly assume the other’s duties during absences, vacation, peak periods or unplanned events.
• Shared accountability:
  Both are primary owners within their respective responsibilities and partners in the overall success of the office. Neither stream succeeds on its own.
• Documented delegation:
  The two Coordinators jointly maintain a written delegation of day-to-day responsibilities, reviewed periodically with the Director, so that ownership, escalation paths and coverage arrangements remain clear and current.
• Indicative time allocation:
  Approximately 70% facilities, real estate and installations; approximately 30% corporate administration and front-desk coverage. The balance shifts with project cycles, building activity and coverage needs.

Handles tasks with increased independence; responsible for the quality and timeliness of personal work. Acts as the recognized owner of a defined stream, contributing to projects with guidance and supporting team and organizational objectives. Exercises judgment on day-to-day facilities matters, escalating cost, risk, safety and contractual decisions to the Director.

• Own the day-to-day operation, upkeep, safety and appearance of the Toronto/Mississauga office, ensuring the workplace is consistently ready for employees, clients and…