Facilities Administrator and Administrative Assistant

Facilities/Office Service Administrator and Administrative Assistant (this is an 18 month contract and there is a possibility for it to become a full-time role)

Salary 75,, plus benefits, 3-4 weeks of vacation and a completion bonus at the end of the contract. You will be required to work in the office 4 days per week, and the office is less than a 5 minute walk from Union Station.

The Opportunity is with a client that is a boutique global Consulting firm that is innovative and very collaborative! The company is progressive and forward-thinking and is looking for someone to help ensure the office runs smoothly with respect to facilities, office services and administrative duties. The ideal candidate would possess strong administrative and problem-solving skills, combined with the proven ability to maintain a high level of accuracy and pay strict attention to detail.

If you are proactive, resourceful, service-oriented and really enjoy working in a client facing role then this would be a great career opportunity! This role will be rewarding due to the variety of duties and responsibilities.

Responsibilities included but are not limited to:

Facilities and Office Services Support

• Ensure meeting rooms are set up in advance of all meetings, including catering, AV, and other materials, and cleaned up afterward
• Greet and assist visitors attending in-person meetings
• Support Administrative staff and with printing and binding of high priority materials
• Assist with an office move
• Receive and distribute mail and courier deliveries
• Keep office supply rooms and kitchen areas stocked and organized
• Assist with preparing and coordinating bank deposits
• Manage off-site storage logistics and support special office projects as assigned
• In coordination with the Office Manager, assist with office setup, vendor management, and liaising with building maintenance and security

Administrative Support:

• Create, update, and proofread high profile documentation and templates with a high level of accuracy, using appropriate grammar, composition, often under tight deadlines
• Prepare and format a variety of documents and reports
• Assist with data entry in the database, ensuring accuracy and compliance with data metric requirements
• Organize and manage electronic files in SharePoint folders in accordance with office policies
• Assist with scheduling meetings/tasks as directed
• Provide additional coverage and backup support to Assistants during vacations and peak periods

EXPERIENCE/QUALIFICATIONS

• 3+ years of Administrative and facilities/office services experience, ideally in a professional services environment
• Superb attention to detail, excellent writing skills
• Track record working with and supporting senior leaders in a fast-paced environment
• Excellent PowerPoint skills, high proficiency in Outlook, PowerPoint, Word, Teams, Adobe, and Zoom
• Knowledgeable with setting up and troubleshooting meeting room AV equipment and a general high level of proficiency and problem-solving skills with basic office IT equipment