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Location: Hybrid – Burlington, ON
Department: HR
Salary: $50,000 – $57,000
Please note: the posted salary range is intended to provide potential candidates with a general understanding of the compensation associated with the position. The actual salary offered may be at any point within the posted range, depending on individual qualifications and other relevant factors.
About Islamic Relief:
Islamic Relief is a faith-based relief and development agency working to save and transform the lives of some of the world’s most vulnerable people. Established in 1984, we now work in over 45 countries assisting individuals, families and communities through emergency response and development projects that typically help over 10 million people each year. Islamic Relief is a member of the Humanitarian Coalition
About the Role:
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
- 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
- Focal point for incoming/outgoing mail as needed
- Vendor management related to supplies and inventory
- Prepare communications on office closures and reports on incidents
- Monitor parking use and external upkeep of premises
- Manage security system and ensure alarms and locks are in place daily
Occupational Health and Safety Coordination:
- Contributing member of the Joint Health and Safety Committee (JHSC)
- Support the development of occupational health and safety (OHS) policies and programs
- Conduct risk assessment and enforce preventative measures for office and warehouse space
- Responsible for ensuring compliance with OHS guidelines
- Conduct quarterly office inspections as part of the JHSC addressing potential safety hazards
- Regularly inspect warehouse and store premises and the work of personnel to identify issues or non-conformity
- Liaise with the responsible department/team to organize space and remove hazards
- Coordinate, track, and implement ergonomic office equipment requests
- Propose and lead initiatives for accessibility, sustainability (environmental and green), safety
HR Support:
- Support HR team with scheduling interviews, organizing staff training, and engagement initiatives
- Onboarding new staff:
- Provide administrative support for the new employee onboarding process including but not limited to coordinating with other departments, procuring supplies, preparing workstations, assisting with orientation events and meetings
- Offboarding staff:
- Support with any admin tasks related to offboarding staff
- Employee engagement initiatives:
- Support with procuring supplies for engagement initiatives
- Coordinate the prep and set up of events
- Facilitate bookings, payments and communications
Administrative Support:
- Coordinate supply orders and maintain inventory across all office units
- Coordinate domestic travel arrangements for staff
- The focal point for internal event planning
- Organization-wide internal events: venue booking, catering, disseminating communication, travel coordination, guest speaker coordination
- Department-level internal events: advise and be a resource for travel options, venue options, etc. Assist as needed
Qualifications & Competencies
- College Diploma (2 years) or acceptable combination of equivalent experience
- Minimum 1 year of experience in a professional work environment
- 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, and tact and maintain confidentiality
- A 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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