CPP Investment Board

Toronto, Ontario

Coordinator, Facilities & Office Services

ASAP
Competitive
Toronto, Ontario
Early Career

Company Description:

Make an impact at a global and dynamic investment organization

When you invest your career in CPP Investment Board (CPPIB), you join one of the most respected and fastest growing institutional investors in the world. With current assets under management valued in excess of $300 billion, and projected to exceed half a trillion by 2030, CPPIB is a professional investment management organization that globally invests the funds of the Canada Pension Plan to ensure long-term sustainability. CPPIB invests in all major asset classes, including public equity, private equity, real estate, infrastructure and fixed-income instruments, and currently has offices in Toronto, London, Hong Kong, New York, São Paulo, Luxembourg and Mumbai.

CPPIB attracts and selects high-calibre individuals from top-tier institutions around the globe.  Join our team and look forward to:

  • Diverse and inspiring colleagues and approachable leaders
  • Stimulating work in a fast-paced, intellectually challenging environment
  • Accelerated exposure and responsibility
  • Global career development opportunities
  • Being motivated every day by CPPIB's important social purpose and unshakable principles
  • A deeply rooted culture of Integrity, Partnership and High Performance

If you share a passion for performance, value a collegial and collaborative culture, and approach everything with the highest integrity, here's an opportunity for you to invest your career at CPPIB.

Position Description:

The Coordinator, Facilities & Office Services is responsible for providing proficient Office Services administration and support to ensure effective and efficient office operations. This role possesses a solid knowledge of office services and acts as a subject matter expert to his/her peers and colleagues.  The Coordinator, Facilities & Office Services acts as an ambassador for the department and plays a key role in representing the department in a professional and on-brand manner.  The Coordinator, Facilities & Office Services strongly reflects our Guiding Principles of Integrity, Partnership, and High Performance.

This position reports to the Senior Manager, Facilities and Office Services.

Role-Specific Accountabilities

Facilities and Office Services

  • Participates as a member of the global Facilities & Office Services team
  • Acts as liaison with building management office for staff parking
  • Parking - tracks and reports on parking privileges contracted through premises leases
  • Responds to all afterhours access requests at One Queen St. E. and 151 Yonge St. locations
  • Supports multiple initiatives at once with varying degrees of ownership while working closely with colleagues in Facilities and Office Services and across other departments
  • Independently researches and pursues information relevant to departmental initiatives and projects
  • Acts as an advisor on security support and administrative matters to colleagues locally and in CPPIB's global offices
  • Works alongside and acts a back up to other members of the Facilities & Office Services team for all facility maintenance and repairs
  • Assists with space preparedness and readiness - access, security and life safety for new space as well as existing space
  • Liaises with building management and outside vendors on facilities issues/projects related to HVAC, construction, etc.
  • May be required to come to site 24 x7 and in the case of emergencies
  • Assists with internal moves
  • Responsible for AUS and background checks compliance by external suppliers and service providers; conducts annual renewal.  Liaises with global offices to ensure global compliance
  • AUS - ensures compliance by external suppliers and service providers
  • Participates in the new hire process; greets all new hires on Day 1 to issue CPPIB identification/access cards; coordinates with the building security team for  base building programming on the access cards

Administration, Finance and Procurement

  • Monitors compliance against contractual commitments
  • Places orders for miscellaneous office services' related purchases according to CPPIB's BMA
  • Assists in the development of the annual facilities budgets
  • Makes process improvement and expense management recommendations
  • Reviews and prepares role specific invoices for approval and payment processing; reviews global office invoices for coding accuracy prior to payment approval by F&OS management
  • Prepares reports as required for the department
  • Carries out special assignments and projects as required
  • Performs other duties as assigned

Security

  • Accountable for CPPIB Toronto access control and video surveillance systems and performs day-to-day operational and administrative routines associated with access control and CCTV systems, including data base management
  • Issues/cancels employee photo ID badges and produces reports as required
  • Accountable for maintaining authorized access lists to restricted areas and conducts quarterly self-audits according to the governing Standard.
  • Responsible for facility and furniture key management; keeps key logs up-to-date
  • Participates in annual physical IT security audits and acts as subject matter expert for global offices
  • Investigates and reports on security related incidents and losses
  • Supports the Senior Manager, Corporate Security as required, including Corporate Security administration and analysis
  • Works with Global Mobility to update travel risk management databases as required
  • Arranges and coordinates security escorts and guard service as needed
  • Liaises with Building Management regarding premises security
  • Coordinates freight and loading dock bookings
  • Facilitates bicycle access
  • Receives daily security reports from 1 Queen Security staff and files
  • Ensures CCTV cameras are in good working order and are operational at all times; conducts regular audits to ensure operation
  • Places service calls on access control and CCTV systems and manages the relationship with the service provider
  • Acts as backup for  international offices local security systems
  • Assists with security at corporate events as required

Health & Safety

  • Assists management team with corporate Compliance Management System
  • Ensures the safety and security for CPPIB staff, guests and service providers at CPPIB offices
  • Implements all necessary processes and training programs to ensure CPPIB's compliance with respect to health and safety, fire safety
  • Liaises with F&OS peers in CPPIB's global offices to ensure local compliance with all health & safety requirements
  • Works alongside the building management team to provide fire safety training as required by local legislation
  • Supervises facilities-related vendors and contractors to ensure and maintain a safe and clean physical office environment
  • Prepares and maintains Business Continuity documentation and reference material on behalf of the department
  • Works with Senior Manager to ensure the Facilities and Office Services team meets its annual Accessibility commitments
  • Plans and coordinates employee health and safety training (including fire warden training) required by legislation or CPPIB fire emergency procedures
  • Responsible for regular Life Safety checks according to predetermined schedules (includes annual workplace inspections; monthly fire extinguishers, first aid kits and AED unit inspections)
  • Manages the Find Your Flag program to account for CPPIB staff and guests in emergency situations; coordinates global programs
  • Organizes and administers the annual Flu Shot Clinic and arranges First Aid/CPR/AED training
  • Provides Life Safety-Incident reporting
  • Manages the Persons Requiring Assistance program in partnership with Building Management

Relationships

  • Actively communicates information to key stakeholders
  • Supports a culture of continuous improvement within the Facilities and Office Services team.
  • Builds strong relationships across CPPIB to increase efficiency and impact in the role
  • Collaborates with business partners to deliver timely solutions that add value to the business partners

Position Requirements:

Skills/Knowledge/Competencies/Capabilities

  • Minimum 3 years working experience in Facilities / Office Services (operations, maintenance, security, housekeeping, etc.)
  • Advanced knowledge of MS Word, and Excel is required; and basic / working knowledge of MS PowerPoint an asset
  • Knowledge and prior experience working with access control and CCTV systems an asset
  • Possess in-depth knowledge of work routines and procedures related to Facilities and Office Services
  • Strong customer service skills and proven ability to work in a fast paced, high touch environment
  • Professional personal presentation and conduct
  • Ability to handle multiple tasks and prioritize to ensure service excellence
  • Strong problem solving skills and ability to work under pressure
  • Must be customer focused with a desire to exceed customer expectations
  • Effective communications skills (verbal and written) and strong interpersonal skills are essential
  • Exceptional attention to detail with demonstrated excellent judgment; professionalism and integrity.  A can-do attitude
  • Reliable, punctual and dependable individual who can perform well with general supervision
  • Proven ability to work independently as well as to perform effectively in a team environment
  • Solid, demonstrated relationship building skills, and ability to exhibit diplomacy and tact
  • Must be a team player who is highly responsive, reliable, adaptable, self motivated and time flexible
  • Must be willing and able to respond to facility-related emergency calls 24x7x365
  • Must be punctual and have flexibility to work additional hours from time-to-time in excess of the Standard hours.  This may include mornings, afternoons, evenings and weekends as required

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At CPP Investment Board, we are committed to diversity and equitable access to employment opportunities based on ability.

We thank all applicants for their interest but will only contact candidates selected to advance in the hiring process

Disclaimer:

CPP Investment Board does not accept resumes from employment placement agencies, head-hunters or recruitment suppliers that are not in a formal contractual arrangement with us. Our recruitment supplier arrangements are restricted to specific hiring needs and do not include this or other web-site job postings. Any resume or other information received from a supplier not approved by CPP Investment Board to provide resumes to this posting or web-site will be considered unsolicited and will not be considered.  CPP Investment Board will not pay any referral, placement or other fee for the supply of such unsolicited resumes or information.

How to Apply