Facilities and Purchasing Assistant

5 months ago

Brampton, Canada HCCSS Central West | SSDMC du Centre-Ouest Full time

**Job Description**:
**We are currently seeking a Temporary, Full-time Facilities and Purchasing Assistant**

**CLASSIFICATION**:Facilities and Purchasing Assistant

**CATEGORY**:Temporary Full-time
**UNION**: CUPE Local 966

**SALARY RANGE**:$23.73 - $27.88 per hour

(as per collective agreement Band 2)

**POSITION OUTLINE**:
The position is the primary facilities contact person and is responsible for providing facilities services and maintenance support as well as the coordination of the purchase of goods and services for the organization. Service delivery will be provided to all Central West occupied locations including head office, multiple satellite locations and the nursing clinics within the Central West catchment. Specific duties include: administrating and monitoring purchasing processes and adhering to the procurement policies and procedures; proactively identifying, addressing and resolving facilities issues and concerns in an effective and timely manner; fulfilling day-to-day administrative and facility related tasks; providing high quality customer service to staff and liaising with external vendors, landlord and other stakeholders.

**MAJOR RESPONSIBILITIES**

1)Purchasing - Executes the organization’s policies and procedures for corporate purchasing by obtaining quotations, negotiates terms and conditions, recommends selection of vendors and monitors/controls vendor’s performance. Inputs, tracks and maintains all purchases orders through the Great Plains Material Management System:

- This includes creating all purchase orders for corporate goods and services, ensuring receipt of goods/services, and recommending invoices for approval of payment;
- Ensures all purchases adhere to the competitive processes and are carried out in a fair and equitable manner as per the Broader Public Sector (BPS) Procurement Directives and Guidelines and internally the
- policies and procedures; this includes obtaining the appropriate signing approvals as per the Approval Authority Schedule (AAS);
- Monitors and reports to Management on new or changing purchasing initiatives, strategies, marketconditions and trends;
- Assists management at all levels in awareness and understanding of the procurement processes and requirements.

2) Facilities Management - Handles facility-related issues at head office and satellite locations including, but not limited to, general job function accommodations, safety and security, upgrades, moves, cleaning contracts, communicates and resolves issues with landlord, daily HVAC and other building related tasks;
- Conducts daily facility inspection and check the building including all meeting rooms, washrooms, serverys, lunchroom, and other service areas; identifies and resolves items requiring maintenance, ensure rooms are appropriately stocked and all equipment is working. Conduct bi-weekly or as needed, site visit checks to the satellite locations. Maintains a Daily Checklist Log.
- Reviews and responds to Facilities Help Desk requests ensuring satisfactory resolution, if possible;
- Schedules and coordinates office repairs and maintenance with vendors;
- Participates in planning office moves with the manager and others as required including ergonomic adjustments.

3)Other:

- Monitors/Liaises with vendors, contractors/trades people and to ensure proper level of service and escalates concerns to manager;
- Implements new procedures and controls deemed necessary by management, e.g. key management, procurement delegation of authority, scrutiny of items purchased, etc.
- Delivers and collects mail internally. Operates postage machine and scale.
- Provides input on conflicts/disputes resolution with regard to contracted services and suppliers.
- Maintain the organization’s Asset Register: the coordination of labeling; documentation of new goods and disposing, de-labeling and logging of the disposed items no longer required by the organization.
- Provides back-up to Corporate Procurement and Facilitates manager for after-hours issues or when deemed appropriate;
- Participates in health and safety initiatives, promoting a safe work environment for staff.
- Participates in Committees as assigned;
- Demonstrates behaviours, actions, and attitudes that are consistent with Central West’s vision, mission and values;
- Performs other duties as assigned.

**QUALIFICATIONS**:

- Secondary School Graduation Diploma plus one year post-secondary program specializing in business administration/purchasing or equivalent;
- 2-3 years purchasing experience, 1-2 years facilities experience, shipping and receiving, mail room.
- A minimum of 1 - 2 years’ experience in the purchasing profession with at least 2 years of experience in a health care environment.
- General knowledge of management and business administration structure and practices.
- Some knowledge of government and ministry policies, processes and legislation (e.g. Occupational Health & Safety Act, AODA) affecting facilities administra

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