Office and Facilities Coordinator

2 weeks ago

Halifax, Nova Scotia, Canada Davies Full time

Title: Office and Facilities Coordinator

Role classification: Fixed Term Contract (Part-Time)

Location: Halifax/ Nova Scotia (Canada)

Work model: Hybrid (3 days in office and 2 days work from home)/ 20 hours. per week

Hourly Rate: $28/hr - $34/hr CAD (depending on individual skillsets and level of experience)

Reason for role open: Growth and team expansion within NA

Our Story

Davies Group has grown, and continues to grow, rapidly through acquisition and has recently opened a new office location in Halifax- Canada.

Our Halifax office is a home to approximately 20+ colleagues, many internal and external visitors, and comprises a 20-desk office and with 1 meeting room. We will soon expand our footprint at the Halifax office, increasing the number of desks by >100, with additional meeting rooms and introducing an event space with capacity for c. 100 people.

** Please note this role doesn't offer any visa sponsorship and requires candidate to work from our Halifax office location.

We are grateful to all the candidates who have shown interest to our role, however due to high volume of applications only shortlisted candidates will be contacted for further interview.

What's in Store

We're on the lookout for a part time Office and Facilities Coordinator to join our newly opened office in Halifax . You will work to define excellence in Hospitality and Facilities management and have the authority to implement procedures etc. to bring that to reality.

You will be responsible for providing comprehensive client services and facilities management services, ensuring the smooth-running of the Halifax office in terms of health & safety and administration for all staff.

As the office and Facilities coordinator for our Halifax office, you will work closely with the UK&I Real Estate Manager to define processes, standard operating procedures and best practice with an aim to continually optimize our customer experience, processes and costs.

Typical day in the role:

  • To manage the upkeep and maintenance of the Halifax premises. Prepare specifications and obtain competitive quotes for any necessary works. Directly manage and oversee all works to ensure standards, service and performance levels are met. Project management, supervision, and coordination of contractors.
  • To manage the provision of reception and hospitality functions, delivering the highest level of client service at every touch point, while maintaining and developing strong relationships with clients, staff and stakeholders, and the maintenance of a high standard of meeting room facilities.
  • Support and liaise closely with Facilities & Hospitality teams across the UK&I Real Estate portfolio, ensuring services are aligned and a customer focused approach maintained.
  • Drive adoption in technology to support innovation, optimization & a best in class experience for clients and staff. Identify/ encourage automation through systems such as Coupa and Service Now. Support the wider Real Estate team to define and deliver solutions for Davies to leverage data.
  • Responsible for monitoring and controlling all costs whilst maintaining accurate expenditure/ revenue records. Support in creating annual budget and ensuring adherence to it (spend should be routed via Coupa).
  • Drive efficiencies and improvements to the service offering; continually innovating the service.
  • Directing, coordinating, and planning essential central services such as maintenance, mail, cleaning, catering, waste disposal and recycling.
  • Document, monitor and evaluate the performance of office equipment and service contracts to ensure that agreed standards are maintained within budget. Where appropriate recommend replacement/ upgrades to equipment/ service contracts ensuring operational efficiency is maintained and current and anticipated needs are met.
  • Act as first point of contact for all building, lease, landlord and local authority matters in Halifax.
  • To act as Health and Safety officer for the Halifax office. Recommend, implement and monitor safety policies, risk assessments, procedures and practices to comply with statutory requirements. Keep abreast and informed of changes in Health and Safety legislation and manage a population of fire marshals and first aiders.
  • To make recommendations and seek approval of the Halifax Facilities budget. Monitor and control all costs whilst maintaining accurate expenditure/ revenue records.
  • To manage office re-organizations, space planning, refurbishments and relocations.

Your Expertise, Skills, and Abilities

  • An experienced Facilities and Hospitality manager with experience in similar roles.
  • Experience of leading reception and hospitality teams and of managing external contractors in planned preventative maintenance and reactive maintenance.
  • Process mindset to ensure a consistent level of service provision for every colleague and visitor.
  • Working knowledge of all aspects of space planning, office relocations and refurbishments.
  • Thorough knowledge of the relevant Health and Safety regulations and their practical application.
  • Highly numerate and literate, with the ability to produce top quality written specifications and strategy and implementation communication.
  • Proactive and highly organized, with strong time management and planning skills.
  • Ability to work on own initiative without the need for direction.
  • Ability to multi-task and stay organized in a dynamic work environment.
  • Able to meet deadlines and remain calm under pressure.
  • Comfortable in engaging with senior stakeholders.
  • A strong focus on continuous improvement, with a customer centric mindset.
  • Credible, confident and articulate, with excellent communication and presentation skills and the gravitas to deliver ideas clearly and concisely to internal and external stakeholders at all levels of seniority.
  • Personable and approachable, with an enthusiastic and motivational nature and an overall passion for excellence.
  • Diplomatic and tactful.

Diversity and Inclusion

Davies is dedicated to fostering a diverse and inclusive workplace that embraces a wide range of perspectives and experiences. We believe that diversity of thought is essential for innovation and creativity, and we actively promote an environment where all voices are valued and heard.

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