Facilities Administrator

7 months ago

Toronto, Canada CAAT Pension Plan Full time

We're on a mission to secure a better financial future for Canadians. Your meaningful contributions go beyond the workplace, touching lives and making a significant societal impact. Work that truly counts

**Why you will love being a CAATster**:
**A Culture of Collaboration and Fun**

We're a team that works, grows, and celebrates together. At CAAT, you belong to a collaborative, inclusive and lively environment that sparks creativity and foster open communication.

**Comprehensive & Holistic Care**

Your dedication deserves appreciation At CAAT, we celebrate the complete you, prioritizing your well-being above all. Our all-encompassing employee programs are designed to cater to every aspect of your life and wellbeing, ensuring you feel cherished and valued. We provide a competitive Total Rewards program based around your physical, mental, and financial wellness. This includes, but is not limited to, your compensation, paid time off, health and dental benefits, wellness programs, wellness incentives, and (of course) a defined benefit pension plan.

**Growth Opportunities**

Embrace a vibrant, ever-evolving environment at CAAT, where growth is not just a goal, but our way of life We're expanding and transforming constantly, which means endless opportunities for you to adapt, innovate, and learn. As we grow, so do you. Let’s make a difference together

The **Facilities Administrator** is integral to the success of the **Office Services** team, and to CAAT’s guiding mission and growth strategy. In this role, you will provide essential support to CAAT’s core business operations and your responsibilities will encompass maintaining a secure, comfortable, and inviting work environment. This includes meeting room set-up and break-down, catering and hospitality services, continuous cleanliness and organization of the office, cleaning services as necessary, and internal moves and relocations. Additionally, you will serve as the primary backup for reception switchboard, and mail services.

**We are looking for someone with**:

- College Diploma in Office Administration, Facilities Management or Three or more years of Office facilities support.
- Knowledge of MS Office.
- High motivation and an ability to work independently.
- Proficiency in managing multiple tasks concurrently and prioritizing effectively.
- Exceptional organizational skills, ensuring systematic and efficient work processes.
- Outstanding oral and written communication abilities.
- A demonstrated capability to establish immediate rapport with both internal and external stakeholders.
- Maintenance of a professional demeanor, presenting a positive and welcoming image.

**Once here you will**:
**Facilities**:

- Provide a full range of facilities maintenance support services for office premises & Plan staff which includes maintaining a safe and clean office environment.
- Set up, delivery of catering and clean up for all meetings and events.
- Responsible for managing our meeting room calendars and bookings to ensure requirements are met and negotiate conflicting bookings with plan staff and educating user meeting room use guidelines.
- Responsible for keeping all areas of the office including all meeting rooms, kitchen areas and workspaces tidy and clean throughout the day.
- Responsible for checking inventory, organizing stock, and ordering of all stationery and kitchen supplies.
- Work with the Facilities Administrator with documenting and organizing office/desk moves.
- Set-up workstations for all new hires and clearing out vacated workstations.
- Assist with managing the service ticketing system (ServiceNow) including assignment of tasks and monitoring status of tickets.
- Coordinate and work with outside suppliers including landlord, and security staff, vendors, and external maintenance providers.
- Must be able to lift up-to 40-50lbs. A significant amount of walking will be done throughout the day.
- Support the Plan’s Joint Health & Safety committee & Life Safety team.

**Administrative**:

- Primary back-up to provide reception and switchboard relief during the workday and during absences, responding to client inquiries in a professional and courteous manner.
- Assist with sorting/date stamping and distribution of daily incoming mail, identify items requiring urgent action and expedite to the appropriate individual and process outgoing mail using the postage meter.
- Assist with arranging catering for staff events and Board meetings, ensuring documentation is maintained and special dietary requirements are considered.
- Assist with executing department and corporate event/activity ideas the reflect the organizations culture.
- Assist the Print Production team as needed with large internal and external mailings.
- Perform other related office administration tasks as may be required **.**

If you meet most of the criteria above, we would love to connect with you.

The success of our company is dependent on fostering a culture of embrac

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