Site Operations Administrator

2 weeks ago

Toronto, Canada Harbourfront centre Full time

**Application Deadline: November 9, 2024**

Harbourfront Centre is a leader in providing internationally renowned artistic, educational and recreational programming across a beautiful 10-acre campus at the heart of Toronto’s waterfront. For more than 45 years, Harbourfront Centre has celebrated the best in Canadian culture and the rich mosaic of cultures from around the world, presenting thousands of events annually from music festivals to contemporary dance, to craft and design, to visual arts and more. Welcoming visitors year-round, there is something for everyone at Harbourfront Centre

We are currently seeking a dynamic, detail-oriented and collaborative **Site Operations Administrator **to provide complete administrative support for the Site Operations department and its leadership, inclusive of financial and project-related assistance, general facilities maintenance coordination and other tasks to keep the department organized and administratively running smoothly.

**Position Title**: Site Operations Administrator

**Reporting to**: Chief Operations Officer

**Type of Employment**: 12-month contract to cover a parental leave, November 2024 - December 2025

**Hours of Work**: 35 hours per week

**Location**: Toronto

**Duties**:

- Assist in project management including researching relevant materials, ordering supplies, tracking deliveries, budgets and completion timelines. Projects are defined as site projects, interdivisional projects and capital projects.
- Assist in project coordination including scheduling of onsite access, and taking areas out of service. Where necessary, coordinate access with tenants.
- Coordinate with Finance all department chargebacks/allocations to events, projects, interdivisional and related parties.
- Track and update all relevant agreements and contracts with external contractors.
- Participate in site operations staff meetings and all other relevant meetings including but not limited to custodial, festival/event and seasonal.
- Track and submit all invoices within the department. This includes obtaining copies of invoices, backup and confirmation, submitting and approving.
- Track and reconcile all petty cash funds within the department. This includes obtaining copies of invoices, and submitting final reports on time for reimbursement.
- Assist with property damage related insurance claims, including gathering all necessary information, including that of pictures in related to a claim.
- Work directly with vendors in obtaining quotes for rental equipment, arranging rental, tracking and terminating rental agreements.
- Coordinate all Site Operations training courses including but not limited to Working at Heights, Scissor Lift, Forklift and other equipment training courses.
- Coordinate maintenance and repairs for Harbourfront Centre owned and rented equipment. This includes gathering quotes, arranging for repairs/maintenance and tracking.
- Manage internal work order system. This includes generating tasks from internal requests, monitoring and updating/closing out. Oversee entire Site Operations workload and keep staff in the know about progress and urgency.
- Source and order supplies for Site Operations departments. This includes comparing cost, sourcing potential new suppliers and negotiating price/discounts.
- Assist in fleet upkeep including tracking and monitoring preventative maintenance items.
- Provide general administrative support, including preparation and distribution of correspondence.
- Place orders for uniforms, custodial and grounds supplies; receives and distributes to personnel, maintains inventory.
- Coordinate repairs and service interruptions between contractors and internal parties. Ensures quoted work is completed and projects are closed out.
- Maintain preventative maintenance program including tracking, updating and adding to project.
- Oversee winter skating rink operations including but not limited to scheduling, supply and uniform ordering and contractor communications.
- Coordinate on site contractor visits with other internal departments as requested.
- Perform other duties as assigned.

**Requirements**:

- University degree or post-secondary education.
- 1-2 years working in a similar environment with similar responsibilities.
- Ability to work well under pressure and handle high urgency last minute requests.
- High-level organization and adaptability to manage changing requests and learn in the moment.
- Excellent interpersonal, communication and organizational skills to deal with co-workers, general public and outside agencies.
- A collaborative aptitude coupled with a high level of professionalism, confidentiality, discretion and judgement.
- Ability to promote policies that are sensitive to the needs of a diverse workforce, respect employees regardless of their position or background.
- A good working knowledge of bookkeeping and accounting methods, office systems and procedures.
- Experience working directly with contractors.
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