This Administrative Assistant position supports the Kitchener office.
This position supports the Facilities Manager with primary responsibilities surrounding financial management and facilities operations.
Responsibilities include but are not limited to:
a) Maintain professional appearance of reception desk and lobby area.
b) Understand and follow office security procedures.
c) Maintain and distribute visitor security badges in accordance with Global Physical security policies.
d) Document front desk procedures to assist back up support and temporary workers.
e) Coordinate visitor transportation requirements, such as calling for a cab or town car.
f) Assist with vendor inquiries.
2) Facilities (including Flex Office program)
a) Maintain conference room schedules for the facility via Calendar.
b) Function as a liaison for local vendors (couriers, shipping vendor, and property manager) as well as for internal groups.
c) Coordinate service requests with property management and/or external vendors.
d) Provide backup for other facility personnel as needed.
f) Resolve or coordinate resolution for all facilities requests, such as temperature complaints, conference scheduling conflicts, etc. Track requests in Oracle Services Cloud.
3) Mail services
a) Sort and distribute all incoming and interoffice mail and deliveries, including preparing and sending mail and deliveries.
b) Verify receipt of all deliveries prior to signing vendor delivery tickets/logs.
c) Maintain accurate mail distribution records; package recipients need to sign for deliveries.
d) Understand and maintain international shipping documentation, forms.
e) Secure all deliveries as required.
f) Maintain adequate inventory of approved general office supplies including supplies for office equipment.
a) Manage REF location purchase orders.
b) Monitor vendor payment status to ensure purchase orders are not over-billed and vendors receive timely payment to avoid disruption in service.
c) Obtain vendor price quotes, prepare purchase requisitions with accompanying justification via web, arrange for new vendor setup.
5) Safety & Security
a) Responsible for overall office safety & security.
b) Understanding the SAFE program and managing visitor and contractor access badges.
c) Check in visitors using the S.A.F.E. system
d) Acting on direction of Global Physical Security, provide assistance as required.
Prepare monthly and quarterly reports.
Ability to work independently with minimal supervision and handle multiple tasks.
Familiarity with purchase order process.
Knowledge of web-based applications.
Ability to use effective time management skills
Responsiveness to customer requests/service issues
Development of work processes and elimination of unnecessary or redundant steps
Ability to interact with all levels within the company, regular interaction with external customers and vendors
Demonstrable operating knowledge of office equipment
Comprehensive understanding of departmental policies and procedures
Understand conference room assignments and scheduling process
Ability to accurately complete tasks within specified deadlines
Ability to assign appropriate level of urgency to specific situations, especially relative to action requests generate by upper management.
Ability to obtain closure on relevant issues..
Strong customer service skills and PC skills with the ability to use Excel, Word, PowerPoint as well as email.
Highly organized, focus on quality, initiative, honesty and integrity.
Work involves some problem solving with assistance and guidance in understanding and applying company policies and procedures.
Excellent communication and decision-making skills.
Willing to function as after hours contact for facilities emergencies. May be required to be accessible via phone.
Degree, relevant certification or equivalent with 0-2 years prior facilities or property assistant experience preferred.
Detailed Description and Job Requirements
Provides clerical support within any of a variety of departments. Supports an SVP or below.
Perform clerical duties to relieve division staff and/or team members of all clerical details. Screens calls and takes messages Maintains filing systems. Composes and types routine letters, reports, and other material. Prepares and tracks expense reports and purchase requisitions. Assists in the preparation of reports, graphs, and presentations using spreadsheet and graphic software. Makes travel arrangements and manages calendar. Arranges internal/external meetings and catering needs. Maintains organization charts and distribution lists. Manages and tracks assets. Acts as an information source on organization policies and procedures. Works with other administrative personnel.
Works on assignments that are semi routine in nature where the ability to recognize deviation from accepted practice is essential. Follows standard practices and procedures. Normally receives detailed instructions on routine work and new assignments. Demonstrated strong organization skills and attention to detail. Ability to multitask and meet deadlines. Able to maintain confidential information. Professional phone manner and interpersonal skills. Use of word processing application and office equipment. BA/BS degree or equivalent 1 - 2 years of related experience.