Description
Esri Canada Limited has an immediate need for an Executive Assistant / Facilities Coordinator reporting to the CFO. Based out of our corporate office in Toronto, the Executive Assistant / Facilities Coordinator will provide administrative support to the CFO and other department Managers as required, as well as effectively coordinate facilities matters.
Executive Assistant / Facilities Coordinator duties include:
- Provide and/or coordinate the provision of:
- Administrative support to the CFO, local Directors and Managers, and the legal team.
- Scheduling for CFO meetings, attendance acceptance monitoring, and resource coordination (room and conference booking).
- Document and letter preparation, and routing.
- Filing of contracts and other company documents.
- Extra-Provincial filings, certificates of insurance, workers' compensation certificates.
- Liaise with Purchasing Manager for all facilities related procurement requirements and major facilities projects.
- Assist in interior office design and configuration changes based on input received from internal stakeholders.
- Coordinate facilities for the local office including building/office maintenance and repairs, staff relocations (including new and departing staff), security and parking, researching and recommending facilities solutions, including proactive communication with and to those affected by changes.
- Liaise with local contacts to ensure the maintenance of 15 offices, and off-site storage facilities in accordance with company standards.
- Coordinate facilities change projects working with local resources, external designers, contractors, and furniture suppliers to achieve sustainable and motivating work environments, aligned with company standards and programs.
- Work with the Health and Safety committee to ensure a safe environment.
- Other duties as required, including for example back up reception as needed.
General Responsibilities include:
- Communicate effectively with internal and external personnel at all levels representing the company in a professional manner at all times.
- Actively participate in, and to lead, where appropriate, meetings, web casts and conference calls concerning facilities related initiatives.
- Continually contribute to the profitability of the company and ongoing business operations by initiating, recommending and implementing continuous improvement strategies and initiatives.
- Conduct any general duties, specific projects and responsibilities as assigned or required by the CFO in a timely and professional manner.
Requirements
Specific Skill Requirements:
- Community College or specialized business college diploma in Office Administration, Facilities Management or a related discipline.
- Minimum 2 years' experience working in a professional office environment.
- Experience collaborating throughout organization, negotiating and implementing change.
- Proficiency in Microsoft Office, Excel, Word, PowerPoint, Outlook.
- Experience working with vendors and building management.
Competencies in the following are essential:
- Demonstrable project management and time management skills
- Ability to identify and escalate issues, research alternative solutions, collaborate, negotiate, de-escalate conflict, and recommend solutions.
- Savvy inter-personal skills, judgement and situational appropriateness.
- Ability to multi-task, prioritize effectively, and oversee concurrent projects.
- Strong verbal and written communication skills, including grammar.
- Customer focused.
- Teamwork.
- Attention to detail.
- Pro-active in ensuring deadlines and objectives are consistently met.
- Takes initiative to problem solve and self-manage projects to completion.
Considered as assets for this position are the following:
- Familiarity with electrical, mechanical and HVAC systems for purposes of vendor communication.
- Familiarity with interior design software.
- Facility Management Professional (IFMA) certification.
Contact
Esri Canada
12 Concorde Place, Suite 900
Toronto
Ontario Canada
www.esri.ca
Other relevant information
From the same category : administrative
14 Jul, 2024
10 Jun, 2024
