Facilities Project Administrator (12 months)

Company Bio Legal Aid Ontario employees are committed to making a difference in the lives of our clients. As an integral partner in the Justice system, working at Legal Aid Ontario is more than just a job. It's an opportunity to help people who need it the most; to ensure each client receives the access to justice afforded to them under the law. If you are looking for a new challenge in your already meaningful career with a team dedicated to justice, and innovation in a flexible and supportive work environment consider this opportunity below. Primary function Provide comprehensive administrative and operational support to the Facilities and Support Services team to ensure the efficient day-to-day functioning of the Provincial Office. Coordinate facilities-related services, office moves, furniture and supply orders, access card administration, and workplace maintenance requests. Support departmental projects through tracking deliverables, maintaining records, coordinating meetings, preparing agendas and minutes, monitoring action items, processing invoices, and facilitating communication with staff, vendors, security, and building management. Home Location: Toronto Provincial Office Secondary Location: n/a Reports to: Facilities and Leasing Manager Key accountabilities Facilities Administration & Office Operations Serve as the primary point of contact for facilities-related inquiries and manage the Facilities service desk and shared inbox. Support day-to-day office operations by monitoring workplace conditions, common areas, kitchens, meeting spaces, and general office upkeep. Coordinate office access administration, including temporary and permanent access cards, staff photo identification, and key requests. Order and maintain office supplies, furniture, equipment, and other workplace resources as required. Facilities Coordination & Service Requests Coordinate facility maintenance, housekeeping, security, and building-related service requests with internal stakeholders and external service providers. Arrange office moves, workspace changes, furniture installations, and signage updates. Escalate and monitor workplace issues to ensure timely resolution. Project & Meeting Support Provide administrative support for facilities initiatives and projects, including tracking activities, maintaining documentation, following up on action items, and monitoring project progress. Coordinate departmental meetings, including scheduling, room bookings, agenda preparation, minute taking, and distribution of meeting materials. Maintain records, reports, logs, and other departmental documentation. Financial & Administrative Support Code and process invoices and submit documentation for payment approval. Maintain departmental records and support administrative processes in accordance with organizational procedures. Prepare and distribute communications, notices, and workplace updates on behalf of the Facilities team. Other Responsibilities Respond to in-person and virtual requests from staff and stakeholders. Provide general administrative support to the Facilities and Support Services team. Undertake other related duties and special projects as assigned. Required Skills & Experience Post-secondary education in Business Administration, Office Administration, Facilities Management, or a related field, or an equivalent combination of education and experience. Experience providing administrative and coordination support in a facilities, operations, corporate services, or office administration environment. Experience coordinating projects and initiatives, including tracking deliverables, maintaining project documentation, monitoring timelines, and following up on action items. Experience organizing and supporting meetings, including scheduling, preparing agendas, taking minutes, and distributing meeting materials. Demonstrated experience coordinating multiple priorities and responding to requests in a fast-paced office environment. Experience liaising with internal stakeholders, vendors, building management, and service providers. Strong organizational and time management skills with the ability to manage competing priorities and meet deadlines. Excellent written and verbal communication skills, including the ability to prepare professional correspondence, reports, and staff communications. Strong attention to detail and ability to maintain accurate records, logs, and documentation. Customer service focused with strong interpersonal skills and the ability to build effective working relationships at all levels of the organization. Demonstrated problem-solving skills, sound judgment, and the ability to work independently with minimal supervision. Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams. Experience with facilities management, work order, invoice processing, or project tracking systems is considered an asset. Knowledge of workplace health and safety practices and office operations is considered an asset. French language skills is consider an asset Organizational Competencies Expected Client Focus Adaptability and Flexibility Personal Motivation and Accountability Focus on Quality and Best Practice Problem Solving and Judgment Organizational Awareness Teamwork and Collaboration What do we offer? At Legal Aid Ontario, we are committed to fostering a supportive and rewarding work environment for our employees. Our comprehensive benefits package reflects this commitment and is designed to enhance both professional and personal wellbeing. We have a comprehensive health and wellness program that include dental, health and life insurance along with Basic Accidental Death & Dismemberment (AD&D) Insurance and Short-Term Disability (STD) coverage. Legal Aid Ontario also offers a personal spending account which is an allotment of funds geared to supporting your mental, physical and financial well-being. Employees at Legal Aid Ontario also enjoy generous paid time-off policy, including vacation days, sick days, discretionary days, and statutory holidays. Employees are eligible to be enrolled to OPSEU Pension Plan, administered by OPSEU Pension Plan Trust Fund (OPTrust). How to apply? To apply submit a cover letter & résumé. Only those candidates selected for an interview will be notified. This position is collectively represented by the Ontario Public Service Employees Union (OPSEU) and the successful incumbent will be governed by the provisions of a collective agreement and subject to union dues. First Preference will be given to current members of the OPSEU – PO bargain unit. Please note that all applicants are encouraged to provide a valid email address for communication purposes. Applicants may receive written correspondence regarding this job posting directly to the email address provided on their résumé or to the one used to set up their Candidate Profile if applying on Njoyn. As an applicant, it is your responsibility to ensure that you check your email regularly. First time applying to a position with LAO? You will need to create a profile AND then apply for the position. Already have an Njoyn account? Just sign in and select "my jobs" to apply. Once you have successfully applied you will receive a confirmation email. Trouble applying? For telephone support please call 1-877-427-7717 or email support: candidate.njoynhelp@cgi.com. Equity Statement Building a diverse workforce that represents the communities we serve while promoting a safe culture and work environment that dismantles systemic barriers, welcomes fresh perspectives and embraces differences as a priority is a core value at LAO. LAO encourages applicants from equity-seeking groups, including but not limited to individuals who are First Nations, Inuit or Métis, Black and racialized, as well as persons with disabilities, women and members of the 2SLGBTQ+ community. We recognize the value of equity, diversity and inclusion and are committed to addressing systemic barriers, and prioritizing, attracting and retaining diverse staff. All interested and eligible people will be considered, with due consideration to all protected grounds under the Ontario Human Rights Code. Legal Aid Ontario values integrity, respect, responsiveness, excellence, independence, accountability, openness and consistency. Our recruitment process reflects our commitment to equity, diversity and inclusion. Accommodations are available throughout the recruitment process as well as during employment at LAO. Please direct any accommodation requests to our recruitment team.

Provide administrative and operational support for the Facilities and Support Services team, including managing the service desk and office upkeep. Coordinate facility maintenance, office moves, and project deliverables while processing invoices and maintaining departmental records.

Requires post-secondary education in Business or Facilities Management and experience in administrative coordination within a corporate or facilities environment. Must be proficient in Microsoft Office and possess strong organizational and communication skills.

• Dental Insurance • Health Insurance • Life Insurance • Accidental Death & Dismemberment Insurance • Short-Term Disability • Personal Spending Account • Paid Vacation • Paid Sick Days • Discretionary Days • Statutory Holidays • Pension Plan

• Gestion du tempsSouhaitée
• Service à la clientèleSouhaitée
• Résolution de problèmesSouhaitée
• Gestion de projetSouhaitée

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Facilities Management
• Office Administration
• Project Coordination
• Invoice Processing
• Meeting Coordination
• Vendor Management
• Stakeholder Relations
• Microsoft Office Suite
• Record Keeping
• Time Management
• Customer Service
• Problem Solving
• Written Communication
• Verbal Communication
• Workplace Health and Safety
• Agenda Preparation

• Administrative
• Legal
• Government & Public Sector
• Management & Leadership
• Customer Service & Support

Formation minimale

Diplôme collégial

Expérience minimale

2+ ans

Postuler avant le

3 sept. 2026

Langue de l’offre

anglais

Heures de travail

40 heures par semaine

Niveau d’expérience

Entry level