Administrative Coordinator

4 weeks ago

Toronto, Canada Angus Consulting Management Limited Full time

ACML’s Operations team is hiring Are you looking for a challenging and rewarding career with Canada’s leading provider of customized operations and solutions? If you are a devoted and career-minded professional looking to contribute to a hard-working, dedicated team, we want to hear from you

**WHO ARE WE?**

With over 53 years of experience throughout North America, Angus Consulting Management Limited (“ACML”) is one of Canada’s most trusted facility operations management companies. We have extensive knowledge managing critical environments including data centers, healthcare facilities, commercial facilities, central utility plants and Public Private Partnership projects.

**WHAT DO WE OFFER?**
- Competitive salary
- Excellent retirement savings plan
- Competitive benefits package
- Training & tuition reimbursement programs
- Education bursaries for Employee Children
- Referral bonus program

**WHO ARE WE LOOKING FOR?**

ACML is actively seeking an** Administrative Coordinator** located in **Toronto, ON** whose main responsibilities will include, but are not limited to, the following:

- Initiates work processes/procedures governing work. Solicits feedback on improvement to delivery of administrative services.
- Organizes documents in more sophisticated formats for manager presentation.
- Creates/maintains all office related documentation including contractor/service party files.
- Prepares meeting agendas re: staff/operations/monthly performance meetings; schedules meetings; prepares minutes, as required.
- Works collaboratively with the client administrative group to manage room bookings using existing room booking software and process.
- Coordinates soft services in relation to room bookings within existing software
- Maintains and updates vendor data base for use in support of FM activities at the sites
- Able to source equipment and spare parts in support of site needs from multiple vendors based on requirements of the site staff (i.e., lead operators and Mgr. FMS)
- Communicates with key stakeholders at the sites (Company and Client) to understand their needs and then take action to deliver on the expectations (i.e., ordering material & spare parts, room bookings etc.)
- Tracks purchase orders and invoices on a monthly basis
- Adept at following up and following through with vendors as it pertains to materials and supplies needed to support the FM at the sites
- Willingness to travel between multiple sites to support operational needs as needed
- Administers incident management records.
- Maintains key log including key tracking, new requests, etc.
- Is recognized as a technical expert in the delivery of administrative support (including computer software/hardware); maintains equipment list including radios, cell phones, etc.; liaises with client and staff re: repairs, etc.
- Maintains internal/external phone lists; liaises with client to ensure lists up to date.
- Answers phones; records messages; coordinates office courier; orders office supplies, sets up appointments; arranges meetings, etc.
- Reviews purchase histories and submits detailed reports, as required.
- Types manuals/documents; prepares copies for distribution.
- Catalogues/files reports, maintenance information, manuals, specifications, drawings, purchase orders, warranty information, service contracts, business certificates (e.g., Contractor Check), quotations, etc. to maintain legal/properly accessible records.
- Maintains maintenance library including logbooks, service manuals, catalogues and other reference materials.
- Responsible for dispatching of work and coordinating staff work in an efficient manner.
- Prepares/organizes payroll documents including timesheets, vacation requests, etc.
- In collaboration with managers/supervisors, facilitates coordination/tracking/maintaining of employee shift schedules, vacation/absence schedules, etc.
- Creates/maintains site employment records including emergency contact information, employee training records/certificates, etc.
- Coordinates employee uniforms including orders, maintaining records, liaising with site/head office staff, etc.
- Coordinates new employee orientation/onboarding including site specific training, policies/procedures review, etc.
- Schedules/coordinates employee training in collaboration with managers/supervisors.
- Coordinates employee paperwork for client recharge re: extra hours worked (i.e., regular, emergency and overtime).
- Helps in planning, and coordinates events at the site in collaboration with other stakeholders
- Coordinates/tracks client owned equipment i.e., cell phones, computers, etc.
- Participates in and support other duties as assigned.

**WHAT WILL YOU BRING?**
- 2 - 3 year’s administration experience in an office environment (preferably in facilities management/ maintenance office and/or commercial real estate office).
- Post-secondary education in business or office administration (or equivalent combination of education and experi

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