Facilities Coordinator

Job Summary:

This position is responsible for assisting with the day-to-day Facilities department administration and support of office and remote working environments. The Facilities department oversees responsibility for amenities, security and safety within a hybrid working environment.

This is a 30 hour per week office based role ideally 8am - 2pm Monday through Friday but minor variations to this preferred schedule will be considered.

Your Next Challenge:

• General administration to include invoice processing and coding, updating spreadsheets, maintaining electronic files, and running software reports (Condeco, Service Now).
• Assists with general communication via internal systems such as Slack and updates department SharePoint sites.
• Coordinates day-to-day facilities and office maintenance tasks, including communicating with building management, onsite engineers and vendors.
• May provide backup coverage for reception and shipping requirements on an as needed basis.
• Provide back up coverage for day-to-day maintaining of a clean and professional office space, including restocking of kitchens and copy rooms.
• Partners with other departments on new hire and visitor setups.
• Maintains facilities and office supplies while keeping a running inventory.
• Responsible for exploring cost effective solutions when purchasing supplies and dealing with maintenance services/vendors.
• Coordinates internal events with other departments which includes re-configuring conference room furniture, refreshments and visitor experience.
• Works closely with key stakeholders on daily requests to support both office and work from home environments.

What You'll Need:

• 1-2 years’ experience in a facilities, administration, or similar role in an office environment preferred
• Exposure to external vendor management is an asset
• Intermediate level proficiency of MS office applications (Outlook, Excel, Word and PowerPoint)
• Knowledge of Concur, Service Now and Condeco preferred
• Outgoing individual with high energy, a strong drive, and a positive approach
• Exceptional communication skills and ability to relate well to a wide variety of people in a professional and diplomatic manner
• Ability to manage multiple tasks with frequent interruptions
• Exceptional organizational and independent decision-making skills with a high degree of attention to detail.