Operations Administrator

2 months ago

Burnaby, Canada MOSAIC Full time

**MOSAIC operates on the traditional and unceded Coast Salish Territories, the ancestral lands of the sḵwx̱wú7mesh (Squamish), sel̓íl̓witulh (Tsleil-Waututh), xʷməθkʷəy̓əm (Musqueam), qiqéyt (Qayqayt), sc̓əwaθən məsteyəx (Tsawwassen), kʷikʷəƛ̓əm (Kwitwetlam), q̓ic̓əy̓ (Katzie), qʼʷa:n̓ƛʼən̓ (Kwantlen), SEMYOME (Semiahmoo) and Matsqui nations where we are privileged to carry out our mission.**

**WHY YOU SHOULD WORK WITH US**:
MOSAIC is a non-profit settlement organization, committed to fostering a diverse, equitable, and inclusive workplace where employees can trust that their skills and contributions are valued. We advocate for and promote equal employment opportunities for women, Indigenous Peoples, people with disabilities, persons of diverse sexual orientation, gender identity or expression (2SLGBTQI+), and racialized individuals. We have been recognized in the 2019 List of Best Workplaces in Canada (100-999 employees), the 2020 list of Best Workplaces Managed by Women and 2021 List of Best Workplaces in Canada (100-999 employees) by the Great Place to Work® Institute. Our employees benefit from many diverse perspectives, taking part in training opportunities for career growth.

**JOIN OUR TEAM**

We are looking for a motivated Operations Administrator to join our Operations team

**POSITION**:
The Operations Administrator is responsible for a variety of tasks in facilities, purchasing, equipment maintenance, and related areas. While directly reporting to the Operations Manager, the position may also provide support to the IT Manager and other department management as required.

**DEPARTMENT**:
Finance & Administration

**POSITION FUNCTION**:

- Engage with trades people, building management and maintenance, MOSAIC site managers, and other building tenants about facilities-related matters
- Monitor building maintenance, janitorial services, and equipment and perform on-the-spot repairs and clean-ups when required
- Conduct site inspections and report potential hazards and/or need for external maintenance and repair
- Collect data about required leasehold improvements and defects of building systems (HVAC, plumbing, electrical, telephone, network, etc.)
- Working with the Operations Manager, monitor and control the status of renovations in existing and new leased space
- Order and purchase equipment, software, supplies, tools, and services as assigned and process invoices on a timely basis
- Maintain and distribute electronic and paper records (invoices, packing slips, purchase orders, asset tracking, maintenance schedules, lease schedules, insurance schedules, etc.) for Operations and IT departments
- Organize storage space, maintain supplies stock, and conduct inventories of records and equipment in preparation for disposal
- Research suppliers/trades for Operations and IT needs and present recommendations to Managers
- Upon request, provide support to the Health, Safety and Security Team (HSST)

**QUALIFICATIONS**:

- Knowledgeable in standard office equipment; MS Office suite; familiarity with building systems (HVAC, electrical, plumbing, telephone)
- English communication skills, with other languages an asset
- Customer service experience
- Culturally sensitive, tactful, discrete, diplomatic, patient, flexible
- Organized, detail-oriented, and accuracy with numbers
- Able to set priorities, meet deadlines, schedule multiple tasks, problem solve, and be adaptable to the immediate needs of internal customers
- Able to work independently and with a team
- Hands-on experience in facilities/equipment maintenance (minor repairs and installations)
- Administrative experience in record-keeping (electronic and paper) and in purchase documentation and processing
- Experience in a multicultural environment and/or non-profit sector an asset
- Sitting, standing, bending, and ability to lift 10 kg
- Current satisfactory Criminal Record Check if required by policy, law and/or employment contract
- Valid B.C. driver’s license

**HOURS**:
35 hours per week, with requirement to work flexible shift/hours, evenings, and weekends as assigned

**STARTING PAY**:
Commensurate with experience.

**BENEFITS**:

- A competitive benefits package is provided with contracts of at least 1 year in length and which offer a minimum of 17.5 hours of work per week_.

**DEADLINE**:
Until position is filled.

**IMPORTANT NOTES**:

- Before applying, you must be legally permitted to work in Canada through citizenship or permanent resident status. If you have a work permit, please ensure that it allows you to work for the duration of this position.
- We are committed to creating a safe and healthy working environment for our employees. MOSAIC employees are expected to adhere to several policies and procedures such as _Right to a Respectful Workplace_, _Code of Conduct_, and _COVID-19 Vaccination_.

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