Facilities/ Project Coordinator

Job title: Facilities/ Project Coordinator

Job description: Our client is looking to add an experienced Facilities? Project Coordinator to their growing team. This role will be for a 3-month project to assist with coordination and logistics. Possible room for growth if the placement goes well.

We are looking for someone to help with an office move and a shift to post COVID operations so someone who is organized has some planning experience and looking for their next challenge …

If you are interested in the role and feel you would be a good fit for the position, please review the job details below and follow the instructions to submit your profile.

Advantages
– Competitive pay rates
– Professional and career development opportunities

Responsibilities
Office Management, Resources and Planning (35%)

o Maintains office efficiency by planning and implementing office hoteling systems, layouts, seating assignment & tracking, and Stationary/equipment procurement, recycling programs.
o Maintain a close working relationship with the D&IT department to assess IT equipment needs and deal with issues quickly to return staff and equipment to full operation.
o Maintain the office condition and communicate to Maintenance Team necessary repairs
o Liaise with facility management vendors, including cleaning, catering, furniture, movers, online reservation system, security card access, paper shredding, and security services
o Address employees queries regarding office management issues
o Coordinate office moves-adds-changes and office furniture request on behalf of the business
o Manage security system access set-up, configuration, training, card tracking, reporting and trouble-shooting

Audit, Design and Implementation of Office Policies, Standards and Protocols (15%)

o Designs and implements office policies by establishing standards and protocols.
o Identifying opportunities for process and office management improvements, and design and implement new systems as required
o Measuring results against standards and making necessary adjustments.
o Audit office distribution list for the facility and ensuring Business Leaders are updating as required

Effective delivery, management and administration of annual office budget (15%)

o Achieves financial objectives by preparing an annual budget, scheduling expenditures, analyzing variances, accurate and timely reporting, and initiating corrective actions.
o Manage department budget, keep financial records and report status to supervisory staff.
o Ensure that all items are invoiced and paid on time
o Manage contract and price negotiations with office vendors, service providers and office lease
o Manage and negotiate accounts and relationships with landlord, vendors, utility providers and other service establishments in order to keep accounts up-to-date, and paid on time.

Day to day management of the TEAM NAME Team (15%)

o Responsible for the day-to-day leadership of staff, including Building, leading, developing, and motivating a high-performing team, and reinforces the organization’s core values and expectations through exemplary behaviour, communication, and coaching practices.

Scheduling and Reporting (10%)

o Organize scheduling, setup and support for sensitive and large-scale meetings of in-house departments as well as visiting clients and guests.
o Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
o Creates reports on Office Occupancy levels and usage
o Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and
disposal of office records.

Qualifications

• Bachelor’s degree in business administration, coordination or a related field
• Significant experience creating and managing office space in large complex public organizations with multi-office portfolios.
• Extensive experience in Microsoft Office is required.
• Experience with scheduling and budgeting
• Certifications in project management, bookkeeping, space planning, or event planning would be considered an asset

Summary
Two easy ways to apply:

1. E-mail resume to Joanne: joanne.haberlin@randstad.ca
2. Apply online: http://www.randstad.ca

Randstad Canada is committed to building a diverse workforce reflective of the diversity of Canada. As a result, we promote employment equity and encourage candidates, especially those who identify as a woman, an Aboriginal person, a person with a disability or a member of a visible minority group, and any others who may contribute to the diversification of our workforce, to apply.

Randstad Canada is also committed to developing inclusive, barrier-free selection processes and work environments. If contacted in relation to a job opportunity, you should advise your Randstad Representative or your local Randstad branch in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.

For all feedback on equity and accommodation needs, please contact your local Randstad Canada Branch.
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Randstad Canada is committed to building a diverse workforce reflective of the diversity of Canada. As a result, we promote employment equity and encourage candidates, especially those who identify as a woman, an Aboriginal person, a person with a disability or a member of a visible minority group, and any others who may contribute to the diversification of our workforce, to apply.

Randstad Canada is also committed to developing an inclusive, barrier-free selection processes and work environments.If contacted in relation to a job opportunity, you should advise your Randstad Representative or your local Randstad branch in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner.Information received relating to accommodation measures will be addressed confidentially.

For all feedback on equity and accommodation needs, please contact your local Randstad Canada Branch.

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