The Opportunity

The Facilities Administrator will work closely with the Area Facilities Manager to support all facilities activities. The Administrator will be the first point of contact for internal and external customers seeking support and information from the Facilities organization of the 8625 Trans-Canada Highway site in Montreal. The Facilities Lead will provide administrative support to the Area Facilities Manager.

Additionally, the Facilities Lead, under the supervision of the Area Facilities Manager, will manage all outside contractors in support of the Facilities Department, including maintaining records and contracts, coordinating project activities, and providing scheduling support.

What You’ll Do

• Assist the Area Facilities Manager in all aspects of project implementation as needed.
• Support the Area Facilities Manager with external contracts as needed.
• Support and provide strong administrative support to the Area Facilities Manager
• Represent the Facilities Department in inter-departmental meetings to support and facilitate communication and action between departments.
• Coordinate all Facilities activities, work direction, and support systems.
• Supervise and train facilities employees (if applicable) and contractors as needed.
• Independently maintain and update administrative policies and processes.
• Manage all work requests, assigning work orders, and providing the overall system administration.
• Managing building and equipment maintenance schedules
• Responding to urgent maintenance calls
• Prepare for emergencies by creating building evacuation and other action plans (employee training, annual fire drill, etc.)
• Oversee the first aid training for the building employees.
• Managing equipment and supply needs, including furniture, telecommunications, kitchen appliances, office equipment and supplies
• Liaising with vendors and suppliers on behalf of Area Facilities Manager
• Reporting to the Area Facilities Manager on a regular basis
• Supervising cleaning crews and maintenance workers
• Documenting processes and keeping maintenance records
• Monitoring maintenance budget spending
• Plan, organize, coordinate, and direct special events.
• Determine staffing needs for special events. Authorize or secure additional staff as required.
• In conjunction with local HR manage the employee access cards (new hires, termination, temp. cards, building maintenance cards, etc.)
• In conjunction with local HR, manages the security cameras.
• Responsible for the loading dock and mailroom (operations and administrative duties of the mailroom).
• Responsible for maintaining ISO 50001 certification.
• Distribution of daily mail and deliveries to building employees
• Experience working with various couriers such as Purolator, FedEx DHL, UPS, Canada Post
• Responsible for purchasing office supplies, paper for printers and other facilities purchases as required.
• Organize delivery and pickup for archive boxes.
• Maintain an updated and organized sorting center for mail distribution.
• Maintain good running operation of the Purolator shipping system and other shipping suppliers and their supplies.
• Manage and maintain envelope feeder and postage machine.
• Manage and oversee the Recycling program and Confidential Document destruction.

Required Qualifications

Preferred Qualifications