Facilities Office Coordinator

Date Posted: 06/24/2025
Req ID: 43801
Faculty/Division: Temerty Faculty of Medicine
Department: Facilities Management & Space Planning
Campus: St. George (Downtown Toronto)
Position Number: 00043486

Description:

About us:

Home to over 40 departments and institutes, the University of Toronto's Temerty Faculty of Medicine lies at the heart of the Toronto Academic Health Science Network and is a global leader in ground-breaking research and education, spanning clinical medicine, basic science and the rehabilitation sciences sectors.


Your opportunity:

The Facilities Management and Space Planning Office is responsible for all aspects of capital project planning, high-level, strategic space planning and facilities space planning for various Faculty projects on the St. George and suburban campuses of the University of Toronto.

Acting as a conduit between the Executive Director, Major Projects and Facilities Management, the Director, Facilities Management & Space Planning, a highly collaborative office and a wide range of internal and external stakeholders, you will be responsible for facilitating planned and ad hoc service requests and communicating key information to senior leadership, vendors and building occupants. Your proactive nature will enable you to anticipate the needs of our leadership team, and your courteous manner will help create a welcoming and inclusive space.



Your responsibilities will include:

• Acting as the first point of contact for property and facilities issues and identifying and reporting facility repair and maintenance needs
• Maintaining calendars and scheduling appointments for senior leadership, and coordinating room scheduling calendars
• Liaising with facilities and caretaking staff to facilitate resolution of building issues and submitting service orders
• Applying established standards to control distribution of space and room access
• Reconciling accounts and receiving invoices and approving payment for internal trades and external contractors

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience
• Minimum (3) three years’ of relevant facilities support experience, including space management, move coordination and facility maintenance
• Experience serving asthe first point of contact dealing with a wide range of requests from students, faculty, staff and the general public
• Experience maintaining staff calendars and coordinating room bookings
• Experience ordering equipment and supplies and coordinating space allocation, security access and service orders
• Experience preparing invoices, expense reimbursements and reconciling accounts and receiving invoices and approving payment for internal trades and external contractors
• Experience maintaining databases and generating reports
• Advanced technical skills in MS Office Suite, particularly MS Excel, room booking software
• Excellent interpersonal, communication and organizational skills
• Good judgement, tact and diplomacy
• Professional and pleasant manner
• Experience handling sensitive and confidential information

To be successful in this role you will be:

• Communicator
• Courteous
• Diplomatic
• Proactive

This is a maternity leave replacement position, ending September 2026.

Closing Date: 07/08/2025, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Term 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:  
USW Pay Band 09 -- $66,715. with an annual step progression to a maximum of $85,319. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 
Job Category: Administrative / Managerial
Recruiter: Amanda Krmek

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.