Facilities Coordinator (IN-4129256800) Oakville, Canada


This position has three primary responsibilities:
� Administrative Support for Real Estate, Facility & Procurement
� Facility Coordination
� Facility Supplies/Equipment Coordination

The Facilities Services Coordinator will interact with communicate with internal personnel and external suppliers. This person will respond with a timely and accurate turnaround of administrative tasks and supporting requests for assistance from Support Centre Associates.

This function is pivotal to the success of the overall co-ordination of Facility, Reception and Administration activities within the Support Center.


Administrative Support
� Assists in development of cost centre budgetary information
� Coordinating departmental meetings and special functions
� Support of special projects as required
� Liaising with the internal customers to follow-up on issues and inquiries
� Managing the facility, administration and security related activities within the support centre
� Maintaining and updating office procedures 
� Daily, weekly, monthly replenishing of regularly used supplies
� Coordinating and monitoring the effective execution of supplier contracts
� Maintain an efficient payment process and cycle of Facility related invoices, ensuring work has been satisfactorily completed and suppliers are paid in a timely fashion
� Act as a back up for reception and mailroom duties on a daily basis

Facility Coordination
� Maintains procedures and policies for Support Center activities including faxing, courier and mail distribution, records maintenance, filing procedures, and the purge cycle of documents
� Visual check of general premise daily (washrooms, meeting/training rooms, kitchens, etc); responsible for the overall cleanliness and appearance of the Support Centre
� Ensures that all new employees receive instruction and training in office routines and security systems
� Maintains corporate facility image standards. (i.e. maintenance, repair and housekeeping of lobby, offices, workstations, meeting/training rooms, kitchen and washrooms)
� Arrange outside facilities for special events as needed
Facility Supplies/Equipment Coordination
� Ensures that office supplies are being maintained at proper levels and equipment is fully operational
� Equipment Maintenance � arranges and monitors routine service on all Support Center equipment
� Researches new vendors, analyzes services and provides solutions to direct Manger.
� Monitors and tracks supplies and equipment cost for reporting purposes
� Monitors performance of cleaning, security, food vendors and related contracts


� 2+ years administrative experience
� Experience dealing with external vendors/suppliers
� High School diploma, post-secondary education or equivalent

Skills and Knowledge
� Excellent people and interpersonal skills
� Problem solving capabilities and attitude, very strong ability to remain flexible and positively respond to changing needs
� Excellent ability to multi-task and remain organized to achieve results under multiple conflicting priorities and time pressures
� Ability to remain customer and vendor focused while considering needs and positive outcomes for company, branches, departments and team
� Strong time management skills and ability to meet deadlines
� Basic accounting proficiency
� Excellent written and oral communication skills
� Attention to accuracy key to job functions and audit requirements

Personal Characteristics

� Enthusiastic, energetic and outgoing personality
� Positive attitude, ability to embrace and promote success in change
� Interest in personal development and challenge to encourage growth
� Excellent customer service skills
� Team player
� Interest and commitment to Securit and Shred-it Mission, Vision and Values