Facilities Coordinator

Job Description

The Job

This position will support the Facility Manager in ensuring a safe, secure, comfortable, and efficiently managed work environment. Areas of expertise include reception, administrative support, facilities and/or operational coordination.

The Daily
• Manage the reception area, including answering the phone, visitor management, mail sorting and distribution, courier handling and processing
• Liaise with Facility Manager on projects, vendor management, or issues beyond day-to-day activities
• Coordinate with office services vendors (coffee/kitchen, copiers, plant service, etc.)
• Work with the property management company to coordinate requests for Facility Management services and follow up on work orders for facilities-related needs such as extra cleaning requests, after-hours HVAC requests, or repairs
• Coordinate security system, including access cards and cameras
• Assist with Facility Management related procurement, including credit card reconciliation, purchase orders, invoice processing, vendor maintenance. Work with vendors on billing issues when necessary.
• Assist with special projects including internal moves, furniture installation/reconfiguration, setting up/cleaning up conference rooms for events/large meetings such as town hall meetings, and other duties assigned
• Assist with maintaining
office, copy, meeting and break room inventories and supplies
• Assist with maintaining
office equipment such as copiers, printers, fax machines and kitchen appliances

The Essentials
• Minimum 3 years related experience in customer service with administrative background, facility management
or a related field such as property management or real estate
• Ontario Secondary School Diploma or equivalent
• Joint Health and Safety certification an asset
• Experience with Ariba or other accounts payable management system an asset
• Experience with Outlook, Excel, Word, PowerPoint
• Strong attention to detail and follow through skills
• Strong analytical, problem-solving skills
• Able to multi-task and manage priorities and be flexible to shift priorities as needed
• Able to communicate thoughts and ideas clearly, professionally, and tactfully, both orally and in writing
• Able to establish and maintain good working relationships
• Ability to communicate and interact with all levels of employees, property management, and outside service providers
• Ability to self-initiate and work without close supervision in a team and project-oriented environment
• Able to maintain confidential information

Jobcode: Reference SBJ-d85jj9-3-22-240-205-42 in your application.