Facilities Coordinator

1 week ago

Newmarket, Ontario, Canada CB Canada Full time
Ref ID:

Classification: Office Assistant

Compensation: $ to $ yearly

Do you enjoy multi-tasking? Provide support with various administrative tasks as an Office Assistant at an expanding Non-Profit company that has partnered with Robert Half to find the right candidate. This position would best suit a self-starter with a lot of initiative and drive. If you're an Office Assistant looking for permanent employment in the Aurora, Ontario area, this opportunity may be right for you.

Major responsibilities

Facilities & Assets Coordination

  • Maintain database of owned and leased properties
  • Ensure property files are properly kept up to date in accordance with company policy
  • Onboard & Off-board offices & sites as required
  • Monitor lease and mortgage agreements to ensure compliance and contractual obligations are met
  • Maintain and manage list of upcoming lease and mortgage expiration dates to ensure proper renewal process followed
  • Review all new leases to ensure they follow our clients guidelines
  • Maintain list of repairs and maintenance on leased and owned properties for analysis and projections
  • Assist Directors with completion of Ministry Infrastructure Surveys
  • Assist with the development of competitive tenders (Request for Proposal, Request for Quote etc.)for large capital projects
  • Maintain a list of capital requests and keep accurate records on funded projects
  • Develop and maintain database of leased and owned vehicles
  • Ensure procurement guidelines are met & policies are followed during procurement process for all capital purchases.
  • Liaise with 3rd party Fleet Management company as needed & ensure Fleet contract is adhered to
  • Review & analyze data within vendor portal to provide information and recommendations regarding our clients fleet as needed
  • Liaise with the Supported Living Manager for the purchase of any new vehicle to provide purchase order, cheque requisition and all required paper work including insurance
  • Review and recommend cost-saving initiatives for facilities management
  • Interact with Managers regarding facilities management and operational issues as it relates to the effective operation of the facility and cost saving measures.

Procurement Support

  • Issues purchase orders as requested in line with company policies
  • Supports functions within purchase software as needed

Financial Support

  • Work closely with the Finance Managers to recommend budget for repairs and maintenance
  • Review actual repairs and maintenance spending against budgets and make recommendations
  • Responsible for insurance on all properties and vehicles including obtaining, updating and reconciling insurance premium, submitting claims and liaison with companies insurance provider
Job Requirements:

A passionate teammate who is willing to take on anything from small internal administrative tasks to high profile requests

Be able to prioritize workload and perform in a fast-paced and challenging environment

Experience working in a community based setting, not for profit organization is an asset

A minimum 2 years of experience in Asset Management/ Finance/ Procurement

Ability to manage, lead change and build process improvements

Ability to operate basic office equipment, complete general office work and route incoming materials

Expertise in Facility Inspections

Manage Special Projects experience preferred

Commercial Construction Projects experience

3+ years of experience

Should be savvy with word processing and spreadsheets

Accomplishes tasks independently

if you enjoy working in a collaborative environment and want to advance your current position, we want to hear from you If you love working in a fast-paced and thriving environment, this position may be a great fit for you. Contact us now - this position is expected to be staffed by the end of the week



Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

Robert Half puts you in the best position to succeed by advocating on your behalf and promoting you to employers. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity – even on the go. ">Download the Robert Half app and get 1-tap apply, instant notifications for AI-matched jobs, and more.

Questions? Call your local office at All applicants applying for Canadian job openings must be authorized to work in Canada.

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