Facilities Assistant

2 weeks ago

Surrey, British Columbia, Canada Immigrant Services Society of BC Full time

Facilities Assistant, Facilities Program

(Posted:
June 07, June 14, 2024)

Job ID #: 24061-Facilities

Position:
Facilities Assistant
Facilities Program - Surrey Welcome Centre

Temporary full-time position at 35 hours per week starting June 17th until November 2024 or upon return of incumbent

At ISSofBC we believe in:

v Working with
purpose
v We aspire to
improve
v We cultivate
belonging
v We are
genuine

Why choose us
Join ISS_of_BC, one of the largest and first newcomer and refugee agencies in Canada. As well as being a values-driven organization, we pride ourselves on diversity, inclusion, innovation, and transparency. You can make lifelong friends and connections when you join our family. What's more, we also have multiple locations and offer flexible working and shorter working weeks than most organizations.

Summary:

Reporting to the Senior Property Manager, assist in facilities related activities and projects and perform reception and clerical duties at ISSofBC Welcome Centre location

How You'll Make a Difference

  • Assists the Senior Property Manager in facilities related activities and projects such as new office set up, maintain systems, monitor and issue key fobs to Welcome Centre staff, coordinate parking availability, security and visitor passes.
  • Responds to staff requests on the maintenance of equipment (e.g. copiers, postage machines, etc.). As directed, contacts vendors for equipment repairs.
  • Assists and monitor activities of contract suppliers (e.g., pest control, waste disposal and recycling, water cooler, etc.).
  • Assists with prompt response to requests and issues from tenants.
  • Incorporate followup procedures to ensure all requests and repairs have been completed. Maintain all required records and documentation.
  • Prepares, reconcile and process invoices and payment requisitions.
  • Maintain and update inventory of tools and equipment.
  • Provide administrative support in the Welcome Centre location.
  • Responds to all incoming phone calls. Provides general information about various ISSofBC programs, training and other activities. Receives and transmits messages. Transfers calls to appropriate department or staff member as required.
  • Greets walkin clients, students, volunteers, visitors and the general public. Responds to general enquiries about services and programs provided. Refers individuals to appropriate contacts within the organization. If clients are requesting services which are not provided at the Immigrant Services Centre, refers individuals to appropriate external agencies.
  • Monitors flow of clients, students, volunteers, visitors and the general public to prevent unauthorized entry. Maintains order in the receptions area i.e. no cell phone use, no loud talking etc. Responds to security/emergency incidents in accordance with established policies and procedures. Reports any incidents promptly to the Office Manager or their designate.
  • Distributes internal mail. Process outgoing mail through postage meter and deposits into mailbox.
  • Maintains and updates Reception Resource Manual. Ensures flyers/brochures displays are tidy and are adequately stocked with current materials. Post information of designated bulletin boards and ensures boards are tidy and uptodate.
  • As required assists administrative staff with clerical functions such as photocopying, processing incoming and outgoing faxes, processing and mailing membership renewals and notifications, typing and proofreading. Assembles information kits.
  • Assists in special events and activities such as site meetings and events.
  • Performs other related duties as assigned.

What You Bring:


Completion of a certificate or diploma in office administration, building maintenance or related discipline supplemented by a minimum of two (2) years of related experience preferably in a related social service field; OR an equivalent combination of education, training and experience acceptable to the employer.


What Makes You a Change Maker

  • Strong ability to communicate effectively in both written and oral English. Fluency in a second language is an asset.
  • Ability to deal effectively and courteously with culturally diverse clientele, staff and the public.
  • Demonstrated proficiency in MS Word and the Internet.
  • Able to handle a workload in fast paced environment and to prioritize tasks.
  • Demonstrated ability to manage time and resources effectively.
  • Ability to carry out the duties of the position.

ISSofBC Value Proposition

  • Expected Starting Range
    :$22.90 $25.20. **Dependent on education, training, experience, and internal equity. Wage grids are reviewed annually.
  • Accrued vacation and other paid leave benefits based on eligibility.
  • Extended health and dental benefits.
  • Employer RRSP contribution at 3% with no required employee contribution. Optional employee RRSP contribution at 15% with employer contribution up to 5%.
  • Valuesbased org

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