Building Operations Coordinator

7 months ago

Woodbridge, Canada Adidas Full time

-Purpose
This position is primarily responsible for supporting coordination of Workplaces building operations as well as managing all facets of event and meeting setups with business leaders. The important secondary function of this role is to provide project support and ensure the building, its furniture and fixtures are all kept in a first class fashion, and keeps the health and safety of all employees, clients and vendors top of mind at all times.
Key Responsibilities
- Ensure that at all times, all areas of our entire premises (office, storage, shipping/receiving, mechanical, landscaping, sports fields and parking) are maintained in function and appearance as vital parts of a first class facility, in full accordance with all established safety, housekeeping and brand promotion standards.
- Maintain Workplaces Request Form (Facilities ticketing system) and execute all requests in a timely manner. Work with corresponding Workplaces team members to ensure completion rate of 24-48 hours.
- Lead all event and meeting setups, working with business leaders to proactively ensure all facility requirements have been addressed (including communications, contractor/vendor insurance requirements, signage, equipment, A/V, stage, chairs, HVAC, etc.).
- Oversee and liaise with coffee, vending machine, janitorial, pest control, and hygiene services providers to monitor efficient and effective performance in maintaining a first-class office environment.
- Maintain adequate stock levels of office supplies, coffee supplies, and janitorial supplies on an ongoing basis.
- Liaison with Janitorial Management Team to ensure monthly KPIs are met and all cleaning requests for the building are addressed in a timely manner.
- Oversee administration of Iron Mountain account, ensuring any documents that require shredding have been identified and timeline for destruction is set in place. Schedule destruction when needed.
- Manage furniture deficiency program, from investigating requests, to coordinating for repair/replacement as necessary with furniture supplier. Reorganize furniture in the building as needed.
- Update and monitor all content on Workplaces a-LIVE page as necessary.
- Responsible for sourcing vendors and building business case for new products and services related to function.
- Manage vendor set ups, creation and maintenance of PO’s, and reconciliation of all invoices related to function, ensuring compliance with adidas policy at all times.
- Primary support for Workplaces related projects, including renovations, reconfigurations of workstations and movement of employees.
- Conduct Workplaces Orientations for new hires as part of Onboarding process.
- Conduct weekly building inspection reports and ensure all service equipment in the building is working properly (i.e. printers, coffee machines, microwaves, etc.)
- Act as certified representative on the Health and Safety Committee with prime responsibility to meet all Canadian statutory requirements.
- Support with Green Company Reporting data entries and ISO/H&S audit requirements.
- Primary backup for Reception coverage as required.
- Secondary backup for Facilities Manager and Building Maintenance Coordinator.
- Support subtenant facilities requests as required.
- Other duties as assigned by your Manager.
Key Relationships
- All adidas employees, vendors/contractors
Knowledge, Skills and Abilities
- Driven; powerful sense of initiative, requiring little oversight
- Ability to exercise good judgment and decision-making skills.
- Strong organizational and time management skills, with the ability to prioritize.
- Knowledgeable and proficient computer skills - Outlook, Excel and Word.
- Well-developed interpersonal skills, professional in dealing with employees, vendors and customers.
- Physical dexterity and ability to lift 50lbs.
- Building Maintenance skills considered an asset.
Requisite Education and Experience / Minimum Qualifications
- 1-2 years of experience in related field
- Health and Safety Certification (Part I and II) - Preferred
HEALTH & SAFETY DUTIES & RESPONSIBILITIES
- The following are the duties and responsibilities of all adidas Canada full-time, seasonal-temporary and contract workers:

- Keep workplace safe and orderly.
- Report all accidents, injuries, contraventions of the Act and unsafe conditions to the Supervisor / Manager.
- Inspect immediate workplace daily and maintain to standards and report any hazards to Supervisor / Manager immediately.
- Use and wear the personal protective equipment or clothing required by the Occupational health & Safety Act and / or the Company and shall not remove or make ineffective any protective device required by the regulations or by the Company without providing an adequate temporary protective device.
- Work in compliance with the provisions of the Act and the Company safety policies.
- Report to Supervisor / Manager the absence of, or any defect in, any equipment or protective devices of which s/he is awa

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