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Job Title: Facilities and Administrative Assistant
Status: Full Time, permanent
Location: Burlington, ON
Department: HR
IR is seeking a full-time Facilities and Administrative Assistant to ensure the seamless daily operations of our three office units located in Burlington. This role is pivotal in maintaining a safe, well-organized, and healthy working environment for all staff members, working closely with the HR team to support various administrative and HR-related tasks.
To be successful, candidates should be flexible, able to problem solve in ad-hoc or novel situations, and have an understanding of office operations.
Essential Duties & Responsibilities:
Facilities Management:
- Lead office organization and maintain storage spaces.
- Oversee renovations and liaise with contractors to execute plans within budget.
- Conduct quarterly office inspections as part of the Joint Health and Safety Committee, addressing potential safety hazards.
- Coordinate regular maintenance and liaise with external parties for facility upkeep.
- Respond promptly to facilities-related emergencies and coordinate large deliveries.
- Propose and implement solutions for energy efficiency and environmental friendliness.
Administrative Support:
- Coordinate supply orders and maintain inventory across all office units.
- Support HR team with scheduling interviews, organizing staff training, and engagement initiatives.
- Coordinate domestic travel arrangements for staff.
- Perform other ad-hoc duties as assigned.
Qualifications & Competencies
- College Diploma (2 years) or acceptable combination of equivalent experience.
- Minimum 1 year of experience in facility maintenance
- Working knowledge of Health and Safety protocols
- Excellent communication skills to liaise with vendors
- Adaptable to a fast paced, ad-hoc environment
- Excellent communication (written and oral) skills.
- Solid organizational, interpersonal and problem solving skills.
- An ability to exercise good judgment, tact and maintain confidentiality.
- High degree of accuracy and attention to detail.
- Demonstrated ability to prioritize and complete many competing demands.
- Eligible to work in Canada
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