Secretary, Facilities - Full Time

Southlake Health Community • Newmarket, ON

2d • CA$31 - CA$34 • Hybrid

About The Position

The Secretary is responsible and accountable for clerical functions within the Physical Facility Department. He/she is responsible for providing secretarial and departmental support to the Facility Operations team. This role involves facilitating and providing customer service for all internal and external stakeholders and initiating service calls, overseeing contractor access, including the receipt of permits, licenses, insurance, and service reports. Key duties include handling all badge issuance and returns, processing asset and work order requests, maintaining departmental records, and supporting day-to-day departmental activities. The role also completes financial transactions, processes invoices through Mohawk Medbuy, supports procurement documents, and ensures accurate record-keeping. The FOC Secretary must demonstrate strong organizational skills, ability to multi-task in a fast-paced environment, attention to detail, and the ability to communicate effectively with internal staff and external vendors.

Requirements

• Graduate from a College secretarial certificate program or equivalent
• Demonstrated skill in computer and word processing (MMC, Versus, Scrub Portal) preferred
• Ability to cope in a demanding environment
• High Volume Invoicing/PO reconciliation
• Demonstrated ability to work independently and meeting deadlines
• Excellent communication skills and ability to work with the public
• Strong organizational skills required to handle overlapping assignments and demands
• Experience working in a health care environment an asset
• Reception and telephone answering skills
• Ability to take minutes
• Demonstrated mechanical terminology skills an asset
• Demonstrated proficiency with the current Windows and Microsoft Suite applications
• Demonstrated commitment to professional development
• Demonstrated excellence in communication, both written and verbal
• Demonstrated problem assessment skills
• Demonstrated commitment to customer service and teamwork
• Demonstrated individual leadership skills
• Regular and reliable attendance is an expected requirement of this position
• Must be able to perform all necessary bona fide duties for the position, as outlined in the position guide.
• Must review and be capable of performing duties as outlined in the Job Demands Analysis for the position as a condition of offer.
• Proven ability to attend work regularly as per the Attendance Support Policy.

Nice To Haves

• Demonstrated skill in computer and word processing (MMC, Versus, Scrub Portal)
• Experience working in a health care environment
• Demonstrated mechanical terminology skills

Responsibilities

• Providing secretarial and departmental support to the Facility Operations team.
• Facilitating and providing customer service for all internal and external stakeholders.
• Initiating service calls.
• Overseeing contractor access, including the receipt of permits, licenses, insurance, and service reports.
• Handling all badge issuance and returns.
• Processing asset and work order requests.
• Maintaining departmental records.
• Supporting day-to-day departmental activities.
• Completing financial transactions.
• Processing invoices through Mohawk Medbuy.
• Supporting procurement documents.
• Ensuring accurate record-keeping.

Benefits

• Progressive health and dental benefit plans
• HOOPP pension plan with employer and employee premium sharing
• Enhanced wellness initiatives, including virtual fitness classes and on-site gym memberships

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree