Bilingual Senior Assistant, Administrative Services (Facilities Management)
About The Position
Join the Facilities Management team, in the Senior Assistant, Administrative Services position. In this role, you will provide indirect supervision and direction for regional administrative support services related to security, health and safety, business continuity management, facilities management, operating budget and capital budget management, and the procurement of goods and services for regional administrative services. This role will ensure that Administrative Services staff are carrying out processes correctly, reviews processes for efficiency and effectiveness, coordinates with contractors and staff, and supports the Office Manager. This is a temporary position of a duration of 12 months.
Requirements
- A post-secondary education or certificate in office administration, office management, or related field.
- A minimum of 1 (one) year of experience in facilities management.
- The experience can be acquired through the studies, work experience or volunteer activities.
- Proven interpersonal skills (tact, judgment, diplomacy, professionalism, political sensitivity) and the ability to communicate effectively.
- Working knowledge of Microsoft Office (Word, Excel and PowerPoint).
- Organizational skills and the ability to juggle multiple priorities concurrently.
Nice To Haves
- Prior experience overseeing and coordinating office renovations, procurement activities, or office relocations would be considered an asset.
Responsibilities
- Liaises with the various landlords / property managers and staff on a daily basis.
- Assists in planning, coordinating and implementing office renovation projects, in keeping with the business needs of clients.
- Provide office administration, coordinate building services, assist in Health and Safety issues, provide security services to internal and external clients, and effectively answer a wide range of questions and requests via a variety of communication mechanisms.
- Prepare and update inventory reports within the team. Conduct preliminary research and analysis of supplies and services of a procurement nature and provide recommendations, as required. Ensure all furniture, equipment and supplies are procured, maintained and returned in accordance with corporate policy.
- Manage a range of office services including requests from the Facility Management Portal and assists in coordinating office moves.
- Liaise with IT and Administrative Services to ensure functional workspaces and equipment and supports the roll out of IT enhancements and assist in providing training as appropriate.
Benefits
- Accrued vacation.
- Annual individual performance bonus.
- Support towards your personal and professional growth with training, mentorship and more.
- An inclusive workplace culture and environment.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
