Facilities Administrative Assistant - Canada Summer Jobs

Mission Statement: Understand the aspirations of seniors and respond with innovative supports.

Vision Statement: Building inclusive communities where all seniors are connected to living their best possible life.
Position: Facilities Administrative Assistant (Canada Summer Jobs)
No of Weeks: 30 hours per week
Hours of Work: 8 weeks
Reports to: Facilities and Properties Director
Date Posted: May 16, 2024 Position Summary:
Responsible for providing administrative support to the Facilities and Properties Department

Responsibilities:

• Responds to basic inquiries for information from internal and external stakeholders
• Track service records and provide administrative support for building maintenance, janitorial operations and fire safety
• Review tenant records with support and file appropriately
• File and trace purchase orders, invoices, quotes and service contracts
• Request quotes to arrange for supplies or services
• Attend staff meetings
• Assists with tenants’ engagement and support
• Assist with special assignments for project administration
• Maintains Bulletin Boards for notices on a regular basis
• Provides general administration support such as filing, assists with reading forms and photocopying
• Checks and opens new files for Housing Applications
• Sends acknowledgement of applications
• Phones clients to update their status and willingness to remain on the market rent waiting list – language skills:
• Drafts simple notices and signs
• Posts and removes notices as per schedule.
• Follows up on job orders for property maintenance
• Updates files on the network that are outstanding
• Provides other administrative and clerical duties

Education:

• Pursuing post-secondary education in Business Administration/ Project Management

Qualifications:

• Previous administrative experience an asset
• Excellent attention to detail
• Able to handle multiple tasks and handle priorities
• Strong organizational skills and time management skills
• Strong computer skills in using Excel, Word and email
• Ability to speak a second language (Cantonese, Tamil, Mandarin, Greek) an asset

Requirements:
To be eligible, applicants must:

• be between 15 and 30 years of age at the start of the employment
• be a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred under the Immigration and Refugee Protection Act for the duration of the employment. Please note that International students are not eligible to apply.
• Have a Social Insurance Number at the start of employment and be entitled to work in Canada in accordance with provincial legislation and regulations.

Other:

• Vulnerable Sector screening required
• Full proof of Covid Vaccination

Senior Persons Living Connected is a diverse work environment. We encourage applications from all persons, including persons with disabilities. Accommodation will be provided, if needed, in accordance with the Ontario Human Rights Code and Accessibility for Ontarians Disability Act.