HR & Facilities Coordinator

4 weeks ago

Vaughan, Canada Provident Energy Management Inc Full time

-Provident Energy Management Inc. is a leading Energy Services Company (ESCO) in the Greater Toronto Area that specializes in the multi-residential market, with an emphasis on high rise condominiums. Since 1985, we have supported our clients’ energy savings and sustainability objectives through our provision of state-of-the-art building automation and sub-metering services.

Provident’s 100+ person team includes engineers, certified energy managers, and building systems engineering technologists among other disciplines. We are focused on providing our team with professional development and growth opportunities along with challenging work and a supportive environment.

We are proud of our diversity and positive work culture where team members support each other. We have regular company and team-building events. We offer a competitive compensation and benefits package including a Health Spending Account, Group RRSP and Flex Days.

This is an exciting opportunity to join a team of dynamic & collaborative professionals. If your skills and experience align with the role requirements, we would love to hear from you

**ROLE**

The HR & Facilities Coordinator is responsible for overseeing office services and providing administrative support in a variety of areas including Human Resources. This includes coordinating and communicating office activities such as facility maintenance, office supplies and stationery, health regulations and other clerical duties as assigned. The Office/HR Coordinator performs select Human Resource duties, including assistance with recruitment, onboarding, health and safety and employee recognition.

**RESPONSIBILITIES**:
**Essential Duties and Responsibilities **include, but are not limited to the following:

- Coordinate and welcome office guests and/or visitors, managing the booking of meeting rooms and ensuring food and beverage orders as required.
- Ensure that office facilities are in compliance with safety regulations, such as local fire codes, handicap access, and other laws.
- Act as an onsite Fire Warden and coordinate office fire drills and other emergency protocols..
- Ensure posted health and safety related materials are always up to date and compliant.
- Retain and monitor leases for office equipment and any applicable warranties.
- Review supplier/vendor invoices that are sent to the company to ensure accuracy of amounts charged prior to approving payment.
- Own the vendor management process for office services including (but not limited to) shredding, storage on/offsite, facilities maintenance and repairs, cleaning services, and other miscellaneous office supplies such as food & beverage and stationery.
- Monitor the inventory of all required office supplies and replenish as required, ensuring adequate supplies on hand at all times.
- Obtain and present quotes from various vendors, as necessary.
- Assist with ordering corporate marketing materials, business cards and preparation of related presentations.
- Act as the main point of contact for staff regarding general office administration related queries.
- Perform assorted HR administrative activities as required, including, but not limited to: recruitment (e.g. phone screens, reference checks) and onboarding support including liaising with IT to ensure a smooth process
- Draft general forms, letters, reports, and memos as necessary.
- Assist with the development of policy and procedures.
- Help to ensure organization wide compliance with policies, procedures and applicable regulations.
- Organize, maintain, and coordinate office records and files in their proper locations.
- Distribute inbound/outbound mail and other correspondence.
- Partner with business unit leaders on planning special events and social activities and be an active participant in these events/activities.
- Bring ideas on process improvement as well as opportunities to enhance the company culture to the HR Team for discussion.
- Support Manager, HR & VP, HR with performing other office & HR duties as required.

**REQUIREMENTS**
- High school diploma, GED or other equivalent.
- Post Secondary Diploma or Certificate in Business, Human Resources, Office Administration, or related field.
- Minimum of 2 years work experience in a similar role.
- Prior experience in recruitment is an asset.
- Knowledge of Human Resource & Health & Safety regulations and practices (Ontario).
- Highly proficient in utilizing computer-based software and programs including but not limited to Microsoft PowerPoint, Excel, Word, Teams and Outlook.
- Excellent written/verbal communication skills and comprehension.
- Excellent time management skills, highly organized.
- Ability to work well under pressure and meet set deadlines.
- Strong customer service orientation.
- Excellent problem-solving skills.
- Ability to maintain strict confidentiality with sensitive information.
- First Aid skills and/or certificates are considered assets.

**WORKING CONDITIONS**
- Office environment.
-

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