Facilities Administrator

2 weeks ago

Richmond Hill, Canada opentext Full time

**OPENTEXT - THE INFORMATION COMPANY**

As the Information Company, our mission at OpenText is to create software solutions and deliver services that redefine the future of digital. Be part of a winning team that leads the way in Enterprise Information Management.

**The Opportunity**

As a key member of the team, your primary focus is to ensure the office operates effectively and

efficiently. You thrive in a busy environment where the emphasis is on the delivery of superior

service levels to our internal stakeholders and guests.

As a first point of contact, you are an ambassador of our brand and take pride in providing the

optimal customer experience. This requires organization, creativity, active listening, and a superior

level of professionalism.

You can work on your own initiative, take responsibility, and represent the OpenText Facilities Team.

You have a general problem-solving ability and a ‘can do’ approach with flexibility to provide

consistent service in a continually changing environment.

**You Are Great At**
- Ability to thrive in a busy executive office environment
- Acting as one of the first points of contact for staff and guests (inclusive of property management, vendors, and building security)
- Partner with key stakeholders within the office, such as Executive Leaders, Executive Assistants, IT, etc) to align and support business objectives
- Maintain the professional appearance and general organization of the office
- Proactively initiates process improvement initiatives
- Perform an extensive array of administrative tasks, including managing meeting room calendars, shipping and receiving, maintaining office supply inventory, ordering office supplies, updating operating manuals, etc.
- Conference and meeting support, (to include Executive and high-level meetings) and set up, including catering and/or room preparation, and assist with events as required
- Partner with your colleague and support oversight of the amenities program (Micro Market)
- Partner with the Security team to ensure office systems are working as expected
- Oversee the floor plan software (Centerstone) and prepare monthly occupancy status reports to the Manager to identify gaps
- Partner with your colleague to plan, and coordinate new hire seating assignments and internal staff moves
- Inspect the office daily to identify general corrective maintenance, report deficiencies, and recommend areas for improvement to management
- Partner with your colleague to input tickets to the Landlord system for maintenance items of their responsibility
- Oversee vendors and get sign-off confirming work is completed to expectations
- Oversee, plan, and coordinate cleaning in the office, including Day porter services
- Partner with your colleague to support the First Aid & Fire Warden program
- Active participant in Fire Drills and is a Head Fire Warden
- Participates in the Health & Safety Committee
- Follow OpenText policies, such as mandatory training, procure to pay
- Create career development goals, to include continual education/training
- Provide Reception coverage
- Assists with special projects and other duties as assigned by Management

**What It Takes**:

- 4+ years of administrative support or front desk experience
- A completed course in facilities management would be an advantage
- University degree/college/certificate or equivalent work experience
- Highly proficient in MS Office Suite (Word, Excel, Outlook)
- Possesses excellent verbal/written communication and interpersonal skills
- Ability to interface and communicate with all levels of the organization, strong customer service focus
- Provide a positive experience to our customers, clients, and employees alike
- Demonstrated ability to work collaboratively as part of a team
- Must demonstrate a desire to embrace learning and take initiative
- Excellent organizational skills and attention to detail
- Ability to be discreet and handle confidential, sensitive information
- Prolonged periods of standing and walking throughout the facility
- Flexibility to work overtime, as needed

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