Job Description

What makes you great for this role?
You are an organized team player who can provide administrative, financial, research and analytical support services to the Facilities Management team.  

We have: 

• A team of highly skilled, dedicated and collaborative staff
• Leadership that supports you
• An enterprise that embraces change
• A work environment that has flexible work locations (including remote), hours of work and overall employee wellness support

You have:

• At least 3 years of experience in administrative and contract administration supporting management, and/or Facilities Management
• Knowledge of administrative and expense related policies and procedures
• Proficient in budget forecasting, invoicing, reconciliation and coding, and familiar with procurement documents such as purchase orders and requisitions
• Strong research and analytical skills
• Advanced proficiency in the use of software applications (i.e., MS Office 365 Suite and SAP)
• Excellent organization and time management skills while maintaining high quality standards
• Strong administrative and interpersonal skills for coordinating meetings, drafting correspondence, and responding to inquiries with tact and discretion
• Excellent oral and written communication skills to engage professionally and effectively with partners, clients, employees, and vendors
• Exceptional attention to detail and follow-up skills

Nice to have:

• Completion of a college/university program in Business Administration, Facility Management, or related studies
• General knowledge of relevant acts (e.g., Freedom of Information and Right to Privacy Act, Assessment Act, Municipal Act, Education Act)

What you will do: 

• Provide administrative support for the Facilities Management branch including managing calendars, coordinating and scheduling meetings and other meeting logistics
• Assist in preparing agendas, records, tracking action items and following up on outstanding issues
• Track and process all facilities related payments, quotes, orders, and invoices
• Create and maintain electronic and paper filing systems and administer the branch’s records retention schedule
• Maintain Contract Repository items for Facilities Management and advise contract owners of future expirations and renewal schedules
• Post and maintain departmental content on intranet site, collaborating with teams to ensure it is current, user-friendly, and accessible 
• Prepare various reports, presentations, memos and correspondence as required
• Provide financial services support to the team, which includes inputting data into financial system (SAP), monitoring and reconciling monthly expenditures, submitting expense claims and generating reports
• Conduct month-end reconciliation including verification of payments and Department IDs, comparison to forecasts, and verification of purchasing card and cell phone statements
• Analyze data and conduct research on new facilities programs, providing recommendations on cost impacts, industry best practices, and future trends