Print Services & Facilities Coordinator

About Us:

Opensity Solutions is the largest tech‑enabled managed services organization serving leading law firms, financial institutions and professional services firms. At Opensity, we provide integrated operational platforms, automation and advisory services that enable clients to modernize operating models, reduce cost and accelerate growth. Our capabilities include IT and technology solutions, document processing and administrative support, marketing and communications, billing and AP/AR services, records and information governance, workflow automation, consulting and hospitality and facilities services.

Our Mission:

Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.

Job Description

The Print Services & Facilities Coordinator at Opensity Solutions is responsible for supporting the daily operation, maintenance, and hospitality functions of the workplace environment to ensure a safe, clean, and efficient facility. Additionally, this role will manage day-to-day print and reprographics requests, operate printing equipment, and coordinate workflows to deliver accurate, high-quality materials on time. You will also support efficient document management and help ensure print services meet client needs.

This role works closely with Workplace Services and Facilities leadership to support maintenance activities, vendor coordination, and office services that enhance the employee and client experience.

Schedule: Monday-Friday 9am-6pm

Pay: Up to $29 CAD per hour

ROLES & RESPONSIBILITIES:

• Supervise and coordinate routine maintenance tasks, repairs, and renovations to ensure the company's facilities remain in excellent condition.
• Proactively identify areas requiring maintenance or repair, create service tickets, and follow through to completion.
• Collaborate with external vendors and suppliers to procure necessary materials and services for maintenance and repairs.
• Communicate project status updates to stakeholders from initial identification of an issue through project completion.
• Conduct regular inspections to identify maintenance needs and address them promptly to avoid any potential disruptions to operations.
• Complete daily facility walkthroughs and identify opportunities for improvement, functionality concerns, or maintenance requirements. Communicate findings during regular update meetings and escalate urgent issues immediately.
• Ensure compliance with safety regulations and industry standards for all maintenance activities.
• Conduct regular safety inspections to identify hazards and potential risks, taking corrective actions as needed.
• Assist in the planning and execution of facility improvement projects, such as renovations, expansions, or reconfigurations.
• Support project execution activities, including coordination with internal partners, completion of pre-move checks, and readiness reviews.
• Monitor project progress and address any challenges to keep projects on schedule.
• Escalate vendor delays, project risks, or unresolved issues to leadership in a timely manner.
• Assist with timely updates to floor plans, ensuring they are accurate, current, and uploaded correctly.
• Assist with coordination of access badges
• Manage day-to-day print, copy, scan, and reprographics requests while ensuring accuracy and timely completion.
• Operate, maintain, and troubleshoot high-volume printing and finishing equipment.
• Coordinate print production workflows to meet client deadlines and service level expectations.
• Monitor and manage the print services inbox, responding promptly to requests and prioritizing urgent jobs.
• Track print jobs from intake through completion and communicate status updates to clients as needed.
• Perform quality checks on printed materials to ensure accuracy, formatting, and professional presentation.
• Support document management activities, including scanning, indexing, filing, and secure document handling.
• Maintain inventory of paper, toner, and other print supplies, placing orders as required.
• Assist with shipping, courier, and distribution of printed materials.
• Ensure compliance with confidentiality, data privacy, and document retention requirements.
• Maintain organized production areas and ensure equipment is operating safely and efficiently.
• Build positive relationships with clients by providing exceptional customer service and resolving print-related inquiries.
• Generate basic usage, volume, and service reports as required.
• Identify opportunities to improve processes and increase efficiency within print operations.
• Provide support to the WPS team including being cross trained on reception and print.

KNOWLEDGE, SKILLS & ATTRIBUTES:

• Strong attention to detail with a commitment to maintaining high facility and service standards.
• Ability to multitask and adapt in a fast-paced, changing environment.
• Strong customer service mindset with a focus on supporting internal and external stakeholders.
• Basic knowledge of facility operations, maintenance practices, and workplace services.
• Good communication skills, both verbal and written.
• Ability to work independently and as part of a team.
• Familiarity with Microsoft Office tools and basic workplace technology systems.
• Strong organizational skills with the ability to prioritize tasks effectively.
• Professional demeanor with a positive and service-oriented attitude.
• Commitment to confidentiality and professionalism in client-facing environments.
• Ability to lift or move 40 lbs. or greater
• Ability to grasp, lift or carry packages on a standard wheeled cart with a load capacity of 75 lbs
• Ability to walk, bend, kneel, stand or sit for an extended period of time

QUALIFICATIONS:

Education:
High school diploma or equivalent required;

Experience:
1+ year of experience in facilities support, workplace services, hospitality, maintenance, or a related field preferred.

Technical Skills:
Basic proficiency in Microsoft Office Suite and familiarity with workplace service tools, facility request systems, or maintenance tracking platforms is preferred.

Opensity is committed to fostering an inclusive, equitable, and accessible workplace. We believe diverse perspectives strengthen our teams and the work we do for our clients.

Opensity provides equal employment opportunities to all applicants and employees and does not discriminate on the basis of race, colour, religion or creed, sex, sexual orientation, gender identity or expression, age, national or ethnic origin, ancestry, citizenship, disability, family status, marital status, source of income, record of offences, or any other characteristic protected under applicable federal or provincial human rights legislation.

We are committed to fair and barrier free recruitment, selection, and employment practices, and to providing reasonable accommodation throughout the hiring process and employment lifecycle, in accordance with applicable human rights legislation.

Candidates who require accommodation during any stage of the recruitment process are encouraged to advise our Talent team so appropriate support can be provided.