Administrative Assistant - Facilities Coordinator

Black & McDonald Limited•Toronto, ON

3d•CA$55,000 - CA$65,000•Onsite

About The Position

Black & McDonald’s Facilities Management & Operations team is growing! If you are committed and collaborative professional looking to contribute to a hard-working, innovative team, this opportunity is for you. The Administrative Assistant is located in Toronto and typically reports directly to the Facility Manager.

Requirements

High School Diploma
5 years in an office environment in an administrative role
1-2 years of experience in inventory control or equivalent
Proficient knowledge and understanding of organization and time management
Work well under pressure
Meet all deadlines
Ability to multitask
Proficient user of MS Office (Word, Excel, Project)
Valid Ontario “G” Driver’s License is required

Nice To Haves

Degree or Diploma in Office Administration or related would be considered an asset
Experience in the construction sector is considered an asset
JD Edwards or an Oracle-based ERP system considered an asset
Knowledge of an Inventory Management Software is an Asset (WASP, Fishbowl, or inflow, etc.)

Responsibilities

Enter timesheets, process expenses, and maintain document controls
Implement inventory procedures and manage ordering, returns, and stock levels
Coordinate vendor relations and process invoices and purchase orders
Assist in proposal preparation and support change order documentation
Manage and maintain customer inventory control systems (e.g., WASP)
Monitor inventory losses and support loss-prevention initiatives
Maintain office supplies, equipment servicing, and administrative systems
Prepare reports and support compliance with health, safety, and regulatory standards
Schedule facility usage, vendor services, and internal coordination
Monitor work order compliance through the CMMS system
Track subcontractor purchase orders and liaise with legal for approvals
Maintain and update electronic and manual databases, mailing lists, and inventories
Support audits and inspections by organizing required documentation
Coordinate internal communications and respond to facility-related inquiries
Perform other administrative duties as required to support operations