Facilities Coordinator

3 weeks ago

Ottawa, Canada Canada Deposit Insurance Corporation Full time

**About us**

We are an organization driven by purpose. We are obsessed about serving Canadians and we are deeply committed and passionate about protecting their hard-earned money when it matters most. We live our promises and commitments every day by serving Canadians as one, and we have their best interest at heart. We strive to build an inclusive, accepting culture with commitment, determination and a bias for action.

The right challenge is waiting for you Discover how valuable your experience can be and join our team.

**About the role**

As a Facilities Coordinator, you will be responsible for the Corporation’s premises, procurement/purchasing, telecommunication services, inventory management, mailroom and leasehold improvements. The Coordinator serves as a backup in the areas of physical and personnel security and business continuity planning (BCP).

This is a 2-year TERM opportunity with possibility of extension.

**We trust you will be up to the challenge**
- Coordinates all work related to leasehold improvement (i.e. managing timelines, work schedules, working closely with external consultants and contractors);
- Prepares and processes OS contracts, funding requests, invoices and assists in the preparation of forecast and budgeting exercises;
- Creates and maintains an office supplies inventory system and restocks office/kitchen supplies as required;
- Assists with the coordination of CDIC’s business continuity planning and corporate security work;
- Assists with the continuous improvement of evacuation procedures and emergency plans, including maintaining and replenishing the AED, first aid kits and fire extinguishers as needed;
- Implements, maintains and monitors all processes related to the security system (verifies CDIC’s security video recording and alarm systems daily, creates employee ID cards, completes fingerprint recognition setup, investigates and resolves access card discrepancies, updates visitor management system etc.);
- Assists with tasks related to the on-boarding and off-boarding processes (i.e. manages and actions the activation and deactivation procedures for office and proximity access cards/tags, conducts overview meetings to ensure a smooth transition into the workplace etc.);
- Manages the Corporations’ telecommunications processes, researches and provides advice on best practices. Also ensures that employees are equipped with the appropriate device for their position (i.e. purchases and sets-up all corporate cell phones, creates and maintains a renewal process, maintains the teleconferencing codes and phone numbers with suppliers);
- Regulates subscription procedures for the corporation, maintains subscription records and conducts regular cost comparisons to ensure best pricing;
- Arranges all facility related functions (loaner cards, security pouches, keys, mail/courier, employee movements, shredding, maintenance and repairs etc.);
- Manages the upkeep of storage areas, equipment and supplies to meet Health and Safety Standards;
- Assigns a high volume of requests through Cherwell Management and certifies requests are completed in a timely manner;
- Supervises the daily janitorial services to ensure sanitary and general housekeeping duties reach CDIC’s overall office hygiene standards;
- Maintains various lists and calendars;
- Functions as a back-up to the Corporate Security, Facilities and BCM Coordinators when they are away;
- Other duties as assigned.

**About you**

You take pride in your work and are passionate about having an impact. You face challenges head-on, are an excellent communicator and collaborator, and act with integrity.

**We trust you will bring your expertise**
- Knowledge of facilities and material management, health & safety, security and business continuity;
- Must have strong interpersonal skills and ability to work in a team environment;
- Proven ability to think and see the bigger picture and connect the dots, to make recommendations and to make independent decisions;
- Experience in project management, service delivery, and problem solving;
- Strong customer service skills;
- Self-starter with the ability to work autonomously;
- Demonstrates good judgment;
- Excellent organization skills and attention to detail with highly developed ability to plan and manage multiple/conflicting priorities and meet challenging deadlines; and
- Ability to respond to emergencies that impact the physical premises (unauthorized access, fire, alarms, theft, etc.).

**Must have**

Language Requirements: BBB (bilingualism in French & English, intermediate level)

Security Clearance: Eligibility to obtain a Reliability level security clearance

**Sound like you?

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