Job Description:

Facilities Coordinator will play a supporting role in the delivery of an enriching employee journey for all team members. Reporting to the Facilities Leader, you will have the opportunity to further your development by providing day-to-day support for various projects and initiatives within the Employee Journeys team. This role will have an opportunity to learn and participate in every P&C employee engagement, onboarding, training, and development and more!

Your efforts will contribute to the enablement of the organization’s most important asset – its people.

You’ll be responsible for:  

• Assisting with general P&C programs and initiatives, including the organization and execution on in-person and virtual employee journey events, employee onboarding and facilities’ adhoc needs.
• Providing general front-desk office coverage & facilities support including daily office walkthroughs, address issues with amenities and facilities equipment, coordinating mail/couriers, answering calls, and managing on-site office and vendor bookings.
• Responding to employee inquiries, monitoring shared inbox according to preset service level agreements
• Preparing reports and provide requested information by the P&C Employee Journeys team
• Researching, analyzing, and maintaining information systems in support of employee journey administration – entering all employee information into applicable systems
• Managing the centralized employee journey intranet, calendar, inbox and Microsoft Teams channels
• Assisting with creating communications to acknowledge days of significance
• Supporting the P&C team in their day-to-day partnerships with business client groups

Security Management

Coordinate vendor access for all office operations – i.e. property management, plant maintenance, shredding services, coffee services, etc., for the assigned office location
Manage Site entry access and visitor access to our Offices through our physical security application such as Lenel and Envoy

Health & Safety

Work with the Facilities Team and the JHSC to ensure compliance with the OHSA at the office location:

1. Conducting and documenting monthly JHSC inspections
2. Communicating workplace safety precautions to employees
3. Actioning items recommended by the JHSC

Operations & Maintenance

• Managing the day-to-day operations of  Facilities including facilities repair and maintenance
• Perform facility walkthroughs to ensure that our facilities are maintained according to company policy and standards
• Engage and support in the creation of operational processes, and SLAs with the Facilities Team

You bring:  

• College Diploma with a focus on Facilities Management and/or building operation
• 2-3 years of work-related experience in a Facilities or Corporate office environment
• Eligibility to work for  in Canada in a full-time capacity and in person at our Toronto office from Monday to Friday
• Understanding that success is in the details. You notice things that others don't. Your critical thinking skills help to inform your decision making
• Able to be flexible especially in re-setting the priorities
• Understand diversity, equity, and inclusion
• You are a proactive problem-solver with a demonstrated track record of driving continuous improvement initiative
• Solid verbal, written and analytical communication skills. You are able to articulate your thoughts succinctly
• Proven time management and organization skills. You are able to prioritize and manage your time effectively to meet deadlines
• The ability to lift office assets of about 15 lbs
• Relationship-building and strong interpersonal skills with the ability to develop trust and confidence, work effectively and collaborative with individuals across multiple functions and levels.
• A self-starter mindset with a drive for continuous learning and desire to understand what motivates people and how to engage diverse individuals
• Understanding that success is in the details. You notice things that others don't. Your critical thinking skills help to inform your decision making
• Must be a team plyer, who can also work with their Lead and possess ability to coordinate and manage multiple competing tasks
• Proficiency in the Microsoft Office Suite (Outlook, Word, Power Point, Excel, Power BI, MS Teams) with preference for working knowledge of Excel
• Bonus knowledge in Workday or a similar human resources information system
• Previous experience working in facilities, building operation or retail customer service roles considered an asset

Employer Question 1:

What is your experience with facilities management or building operations?

Employer Question 2:

Are you proficient in the Microsoft Office Suite, particularly Excel?

Employer Question 3:

Are you able to lift office assets of about 15 lbs?

Employer Question 4:

How many years have you worked in a corporate office environment?