Summary:
The Coordinator, Facilities Administration role will be responsible for financial tracking and reporting, facilitating the contracts and lease management portfolio, assisting with Facilities’ communications, processing the service request system, reporting on service metrics and occupancy tracking and any other service or project that supports the interior office operations. Other key roles include back-up to the Coordinator, Facilities Interior Services role, which focuses on operational work such as food services, janitorial, space build-out, etc.
Important competencies of the role include the ability to communicate effectively to a variety of stakeholders – in writing and verbally, be highly proficient in Outlook and Excel, be detailed and manage multiple tasks over several areas at the same time, be alert to immediate requests and respond quickly, and occasionally drive to visit each location. A patient and friendly disposition is essential as this is people-focused work. The position works closely with Supply Chain, Finance, IT, Legal, HR, Facility Site Leads and vendors. This role has an uncompromising commitment to health and safety and all work is expected to comply with safe practices.
Accountabilities:
All Locations
Organizational Dimensions/Scope:
Relationships:
Direct Reports: None
Indirect Reports: Facilities team members: Facilities Coordinator and the Mailroom and Administration Clerk
Internal Contacts: Employees, Supply Chain, IT, Finance, Legal, HR, EAs and Executive Leadership, Facility Site Leads
External Contacts: Vendors, contractors, regulatory bodies.
Skills & Qualifications:
Working Conditions:Physical Effort:
Most of the time is spent sitting but there is also opportunity to move around, including assisting Coordinator, Facilities Interior Services role by preparing interior spaces, etc.
Physical Environment: Office (predominantly), warehouse, IT environments and outdoors in various weather conditions.
Sensory Attention:
Regular need to give close attention with several senses at a time where multiple stimuli are changing quickly, and where several senses must be used in co-ordination
Mental Stress:
There is modest to high mental stress to meet deadlines and requirements, as well as a regular need to pay close attention to what is happening. The responsibilities as relates to life safety and security have a high impact, are time sensitive and critical to be completed correctly, therefore often being higher stress work. There also may be mildly unpleasant situations when dealing with employee issues and contractor performance. In general, the overall requirement is to be agile and flexible to changing priorities.
Associations: None.
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