Facilities Services Assistant II

Role: Facilities Services – General Assistant
Duration: Weeks Contract
Location: Montreal, Canada

OVERVIEW – Facilities Services
The Facilities Services team ensures effective and efficient local support services that are executed with a focus on managing costs, mitigating risk, and supporting the organization’s brand.
We are responsible for providing the environment, processes, equipment, and resources that efficiently and effectively help colleagues meet client demands and the overall objectives of the organization. We are also responsible for the ongoing administration and execution of corporate policies and programs in partnership with business and corporate function leadership.
THE ROLE
The Facilities Services Canada – General Assistant, based out of our Montreal Office, will serve as a key general resource for internal and external clients in our Canada offices, providing daily on-site support to our Montreal office and remote support (from Montreal), as needed, to our other Canadian offices.
In providing support to other Facilities Services positions, this role works as a team player to achieve team objectives and meet defined service level targets.
Responsibilities (some of which can only be done on-site) include the following:
• document printing and binding, other print, post and purchasing support
• pantry and print area stocking and equipment maintenance
• providing reception support
• ensuring conference/meeting rooms are set up, audio-visual equipment functioning and catering needs for meetings are met
• collection and delivery of mail, and office supplies
• responding to facilities-related issues ( lighting, HVAC, furniture repairs)
• miscellaneous other duties
Working closely with the Facilities Services Manager for Montreal, Facilities Services colleagues across Canada, and complying with Facilities Services Standard Operating Procedures will ensure success in the role.
DETAILED RESPONSIBILITIES
Conference/Meeting Room Support, Setup, and Catering
• Track upcoming meeting room bookings
• Proactively ensure that excellent housekeeping standards are maintained in conference/meeting rooms
• Ensure meeting rooms are set-up as requested
• Ensure technology is in working order, troubleshoot audio visual equipment issues, coordinate repairs as needed
• Coordinate catering, liaise with host regarding special needs (, food allergies), ensure catering presentation meets requirements, appropriately refrigerate and heat food, display signage for specialty foods, discard perishable leftover food, ensure that the room is cleared ahead of the next meeting booking
• Ensure compliance with the Meeting Room, Catering, Conferencing Standard Operating Procedures
• Develop and maintain strong relationships with caterers and local vendors; monitor performance and escalate questions/concerns to the Facilities Services Manager
• Order and stock levels for kitchen consumables
Reception Support
• As there is no colleague working at reception, this position uses a mobile phone to answer calls from the external reception phone and all incoming calls from our main phone line
• Maintain a neat and presentable reception area
• Greet visiting colleagues and visitors as they arrive
• Register/sign-in clients, vendors, visiting colleagues and visitors in accordance with emergency procedures
• Direct visitors to the appropriate person, conference room, or guest work space; arrange for an escort as appropriate
• Ensure visitors have what they need to work and can locate office amenities
• Develop and maintain a relationship with couriers to inform them how to use the external reception phone to reach Facilities Services
• Assist with colleague and visitor inquiries
• Assign visitor access cards (where needed) and maintain log
• Follow documented emergency procedures for handling suspicious/threatening calls and office/medical emergencies
• Ensure compliance with the relevant Standard Operating Procedures
• Escalate questions/concerns to the Facilities Services Manager
Mail/Print Support
• Handle incoming and outgoing mail
• Handle incoming and outgoing couriers, ensuring timely collection and delivery; maintain courier supplies (UPS, Purolator and other carriers)
• Ensure operation of all mail support equipment and maintenance of Client postage machine
• Troubleshoot printer problems
• Coordinate maintenance of equipment including printers, binding equipment, and laminator
• Oversee stationery supplies and stock levels; place/coordinate orders for stationery/general office supplies; maintain appropriate records
• Escalate Uniflow secure print issues following defined protocols
• Ensure compliance with Mail, Print, Reprographics Standard Operating Procedures
• Escalate questions/concerns to the Facilities Services Manager
Records Logistics
• Utilize file management software (, OPUS, Iron Mountain Connect) and support first-level troubleshooting
• Facilitate the retrieval of records from offsite storage, as well as their return to storage
• Partner with the business and send inactive records to offsite storage (on an annual basis or due to onsite space constraints)
• Maintain records management stock (, files, labels, boxes)
• Control access to highly sensitive files in compliance with Records Management guidelines
• Escalate questions/concerns to the Facilities Services Manager/Corporate Records Management Physical Security Support
• Utilize the CCure system to add/delete colleagues with in-office card reader
• Liaise with the building access system administrator to add/delete colleagues
• Perform routine access control audits
• Troubleshoot security access system issues; interface with Regional Safety and Security and local office security system vendor
• Escalate questions/concerns to the Facilities Services Manager/Regional Safety and Security Facilities Management Support
• Monitor the local Facilities Services mailbox and Service Central queue, responding promptly to inquiries
• Assist with basic, first-level IT support, including managing the headset and loaner laptop inventory
• Help to maintain the overall cleanliness and order/organization of the office space
• Work with the Facilities Services Manager, building management, and outside vendors to arrange for repairs and maintenance of office furnishings, fixtures, equipment and space
• Provide HR support including participating in Day orientation for new hires and assisting with on-boarding and off-boarding tasks
• Provide Finance support including coding and troubleshooting Accounts Payable queries, general support for payment and vendor queries and reconciling the monthly charges on the Client Corporate Purchasing Card
• Assist with quarterly Occupational Health and Safety inspections Other
• Ensure compliance with Standard Operating Procedures related to the above responsibilities
• Provide back-up support for the Facilities Services team in Calgary and other Canadian markets
• Other responsibilities as identified by the Facilities Services Manager which may include work on special projects
• Escalate questions/concerns to the Facilities Services Manager in a timely manner REQUIREMENTS
• + years of experience providing general office support in a professional office environment
• Exceptional customer service skills
• Strong interpersonal skills and the ability to deal professionally with clients, vendors, and colleagues on the phone, online and in person
• Professional demeanor and appearance
• Ability to adapt to different people, situations and changing priorities with grace and flexibility as well as demonstrating an appropriate sense of urgency
• Reliable and punctual
• Strong organizational and time management skills, with demonstrated ability to multi-task and prioritize effectively
• A strong focus on detail and accuracy of work
• Ability to communicate effectively, both verbally and in writing, in business standard English and French
• Proficiency in French, both written and oral
• Basic knowledge of Microsoft Office suite (including Outlook and Teams)
• Ability to learn company-specific technology tools that are required for the job
• Knowledge of AV equipment and other technology used in physical meeting rooms
• Heavy lifting may be required ( lbs.)
• Occasional overtime may be required