Coordinator, Reception & Guest Experience

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We are a purpose-driven, dynamic and sustainable pension plan. An industry leading global investor with teams in Toronto to London, New York, Singapore, Sydney and other major cities across North America and Europe. We embody the values of our 665,000 members, placing their best interests at the heart of everything we do.

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Coordinator, Reception & Guest Experience

Position Scope:

As an integral member of the Guest Experience team and a corporate ambassador for OMERS, the Coordinator, Reception & Guest Experience reports to the Lead, Reception and Meeting Services Management. This role provides reception and administrative support, follows physical security protocols, welcomes and registers visitors in a professional and courteous manner, manages live telephone calls and messages, and coordinates the Conference Centre, Boardroom and meeting rooms.

The successful candidate will bring strong interpersonal and customer service skills, adapt quickly to changing business needs, and demonstrate OMERS’ Core Values and commitment to compliance.

You will be responsible for:

Reception

- As part of a team, manage the day-to-day running of the reception desk and reception area.

- Welcome all visitors, assist as needed, and log visitor details accurately.

- Log pension members separately and liaise with Pension Member Experience to ensure a representative arrives promptly.

- Ensure the reception and waiting area is always welcoming and tidy.

- Answer the switchboard, forward calls, and respond to enquiries professionally.

- Report AV/VC faults in meeting rooms to the IT team.

- Report building maintenance and security issues to Property Management.

- Monitor internal directories and provide updated information to the team shared report.

- Document and maintain accurate records for monthly reporting on meeting room bookings, visitor logs and switchboard calls.

- Supply and track wireless remote clickers used by employees for presentations.

- Create Wi-Fi passwords for guests as needed.

- Support Executive Assistants with EMS or an equivalent system, including reporting user issues and introducing new starters to the system.

- Use EMS or an equivalent system daily to ensure meeting rooms are booked and utilized correctly.

- Research and present alternatives to clients when room revisions are necessary and escalate when required.

- Extract and create monthly reports for management through EMS or an equivalent system, specifying meeting usage, cancellations, amendments and overall utilization.

- Maintain and cultivate the relationship with EMS or an equivalent provider to ensure the system works efficiently and to learn new features that support Executive Assistants and the business.

- Work with Meeting Services and IT teams to support room configuration, AV requirements, and food and beverage supply.

- Provide backup support for Meeting Services to ensure meeting rooms in the Conference Centre are always clean and tidy.

Team assistance

- Work with the Global CREW team and Executive Assistants across international offices to ensure alignment of processes and inclusion of managed offices in wider company discussions and events.

- Assist Executive Assistants, employees and external guests with last-minute requests, including catering, AV, printing and other support needs.

- Support the Team Lead and complete other tasks as required.

Invoice Processing

- Input, code and process all invoices into accounts payable software, such as Basware or an equivalent system, within 48 hours of receipt.

- Log all invoices into monthly tracking summary sheets.

- Monitor proposals, work orders and contracts to serve as backup to invoices, as applicable.

Ad hoc tasks

- Ensure the CREW SharePoint site is up to date.

- Assist in forward planning for visitors from other offices and provide basic assistance as required during visits.

- Learn and practice safety protocols, including Fire Warden Training, First Aid and CPR.

- Assist with special projects as assigned.

Required Skills & Experience

- 3–5 years’ experience in a fast-paced Corporate Reception environment.

- Professional, friendly, and approachable with strong interpersonal skills.

- Strong written and verbal communication skills.

- Excellent organizational skills.

- Ability to multitask and adapt well to working under pressure.

- Self-motivated and proactive.

- Proficient Microsoft Office skills, including Outlook, Excel and Word.

- Accuracy and attention to detail.

- Excellent time management skills.

- Reliable and trustworthy.

Preferred Skills & Experience

- Team player and flexible, with occasional later working hours required during busy periods.

- Keen self-educator.

- Experience using Microsoft PowerPoint.

- Confident in building relationships with multiple stakeholders.

This posting is for an existing vacancy.
The expected salary range for this position is $48,000.00 - $68,000.00 per year.

You may also be eligible to receive an annual Incentive Award pursuant to our Short-term Incentive plan and our Long-Term Incentive plan (if applicable), and to participate in our group benefits and retirement plans – details on these elements of compensation are included within OMERS & Oxford offer letters.

As one of Canada’s largest defined benefit pension plans, our people-first culture is at its best when our workforce reflects the communities where we live and work — and the members we proudly serve.

From hire to retire, we are an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process that extends all the way through your employee experience. This sense of belonging and connection is cultivated up, down and across our global organization thanks to our vast network of Employee Resource Groups with executive leader sponsorship, our Purpose@Work committee and employee recognition programs.

Artificial intelligence (AI) tools are used to support certain stages of the OMERS recruitment process. While AI assists us in our process, human judgment and decision-making remain central to our candidate experience.