Administrative Assistant - Facilities Coordinator

ABOUT THIS CAREER OPPORTUNITY

Black & McDonald's Facilities Management & Operations team is growing! If you are committed and collaborative professional looking to contribute to a hard-working, innovative team, this opportunity is for you.

The Administrative Assistant is located in Toronto and typically reports directly to the Facility Manager. Duties and responsibilities include but are not limited to:

• Enter timesheets, process expenses, and maintain document controls
• Implement inventory procedures and manage ordering, returns, and stock levels
• Coordinate vendor relations and process invoices and purchase orders
• Assist in proposal preparation and support change order documentation
• Manage and maintain customer inventory control systems (e.g., WASP)
• Monitor inventory losses and support loss-prevention initiatives
• Maintain office supplies, equipment servicing, and administrative systems
• Prepare reports and support compliance with health, safety, and regulatory standards
• Schedule facility usage, vendor services, and internal coordination
• Monitor work order compliance through the CMMS system
• Track subcontractor purchase orders and liaise with legal for approvals
• Maintain and update electronic and manual databases, mailing lists, and inventories
• Support audits and inspections by organizing required documentation
• Coordinate internal communications and respond to facility-related inquiries
• Perform other administrative duties as required to support operations

COMPETENCY REQUIREMENTS

• Communicates Effectively
• Customer Focus
• Holds Self and Others Accountable
• Teamwork and Collaboration
• Values and Respects Others

EDUCATION REQUIREMENTS

• High School Diploma
• Degree or Diploma in Office Administration or related would be considered an asset

WORK EXPERIENCE REQUIREMENTS

• 5 years in an office environment in an administrative role
• 1-2 years of experience in inventory control or equivalent
• Experience in the construction sector is considered an asset

SKILLS, ABILITIES, AND OTHER REQUIREMENTS

• Proficient knowledge and understanding of:
• Organization and time management
• Work well under pressure
• Meet all deadlines
• Ability to multitask
• Proficient user of:
• MS Office (Word, Excel, Project)
• JD Edwards or an Oracle-based ERP system considered an asset
• Knowledge of an Inventory Management Software is an Asset (WASP, Fishbowl, or inflow, etc.)
• Valid Ontario “G” Driver's License is required

Black & McDonald welcomes and encourages applications from persons with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the recruitment and selection process.

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