Administrative Assistant

7 months ago

Oshawa, Canada CMHA Durham Full time

**OVERVIEW**

This position provides administrative support to the Facilities within the Canadian Mental Health Association Durham (CMHA Durham).

**RESPONSIBILITIES**
- Provides administrative and reception support to the Facilities department acting as main point of contact
- Meeting Agenda and Minutes.
- Formulates work orders to internal janitorial/maintenance worker and external contractors as directed.
- Maintains and develops filing systems within the Facilities department.
- Assists with coordination and scheduling of housekeeping and janitorial requests.
- Assists the Facilities Lead in coordination and logistics of building projects, renovations, office moves etc.
- Provides data entry duties including information tracking, invoice entry etc. as directed.
- Conducts audits and coordinates the office and departmental inventory orders as required.
- Conducts review and updates of contact lists and other relevant documents
- Performs duties within the CMHA Durham security system including:

- Programming and set up of new hires - keys, fobs, access cards.
- Security programming, ensuring up to date, programming responsibilities.
- Security Camera surveillance recording, review
- Building Closure signage and programming of main doors
- Key management system for Facilities & Property Management area are up to date and current.
- Assists with coordination of fire safety; annual drills, evacuation diagrams, updating plan, training etc.
- Edits and formats all documents in the Facilities Department.
- Building signage creation and posting
- Provides back up support for staff within the department.
- Other duties as assigned by management.

**SKILLS**
- Post-secondary education in office administration and a minimum of two years of experience in reception/customer service
- Excellent interpersonal skills with the ability to interact with staff, external partners, contractors in a confident, courteous and professional manner.
- Strong written communication skills and the ability to communicate effectively, tactfully and professionally.
- Ability to be flexible and adaptable to changing needs and demands.
- Ability to multi-task, be organized and work with a number of projects
- Knowledge and experience in building/property management processes and security systems would be an asset.
- Excellent knowledge of MS Office (Word, Excel, Access, PowerPoint and Outlook) and database management

**EFFORT**
- Sits at desk, stands and walks daily to perform the duties of the job
- Concentration, attentiveness and creativity required daily to answer inquiries, format documents, prepare documents, listen to staff and colleagues, etc.

**WORKING CONDITIONS**
- Works in an office environment
- Exposure to distractions, interruptions and deadlines
- Little exposure to potential hazards

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