Procurement and Facilities Coordinator

2 months ago

Brampton, Canada WellFort Full time

**WellFort is seeking a Procurement and Facilities Coordinator to join our team**

**Procurement and Facilities Coordinator - 1.0 FTE Full-time Permanent**

WellFort is a non-profit, values-based organization that provides health promotion and prevention programs, primary and oral health care and works with local residents and other agencies to increase community capacity.

The Procurement and Facilities Coordinator is responsible for supporting Wellfort with administrative functions such facilities management, purchasing and procurement. This position requires availability after hours and at the weekend for facilities breakdown or to work with contractors and maintenance personnel to complete repair and maintenance tasks. This position requires the ability to travel to all satellite locations and to suppliers/vendors.

**RESPONSIBILITIES**:

- Oversee and supervise facilities services including repairs, building maintenance, security and tradespersons related issues for all locations. (i.e. moves, cleaning, waste disposal, parking, painting, etc.)
- Managing and resolving issues with property managers at all locations
- Ensure all planned and essential service maintenance is performed, documented, and audited
- Be a member of the Health and Safety committee and support the manage the execution of corrective action
- Maintain up to date knowledge of best practices in facilities and health and safety standards
- Support the execution of facilities management responsibilities to ensure the sites maintain a safe work environment
- Coordinate with the Corporate Services Admin. Assistant in the setting up of alarm codes and access codes
- Request quotes, source and buy materials, goods, and services as requested by managers in accordance with policies
- Participate in organizational outreach and promotional materials such as newsletters, press releases, advertisements
- Develop and maintain strong business relationships with suppliers and service providers
- Track orders and ensure timely delivery and review quality of purchased products
- Coordinate with the finance department in purchase and expense related paperwork in accordance with policies and procedures
- Support procurement practices and coordinate all procurement processes including, requesting quotes, source and buy materials, goods, and services as requested by managers in accordance with policies; ensure timely deliveries and check for quality and other discrepancies; complete the necessary paperwork as required by accounting.
- Lead the development of new procedures and policies for procurement best practices in alignment with funder expectations and WellFort’s financial policies
- Support the monitoring of lease agreements and assist in the evaluation of any lease negotiations and capital projects
- Maintain inventory of consumables, kitchen supplies, cleaning supplies, and office supplies and manage reorders in a timely fashion
- Responsible for storage facilities and documentation of contents in storage facilities
- Develop and maintains organizational administrative systems such as inventory, reconciliation of invoices, service contracts, leases, staff lists, vendor lists and phone trees
- Develop and maintains a central electronic filing system for all corporate, historical, communications and organizational documents
- Plan and maintain a regular maintenance, retention and disposal plan for all equipment and furniture
- Partner with landlords and other contractors on facility improvements
- Support the logistics management and purchasing functions as required to support overall facility maintenance
- Maintain knowledge and information sources such as the intranet, shared drive, website, databases, and spreadsheets
- Maintain and orders all corporate materials such as business cards, letterhead, envelops brochures and other promotional items.
- Other duties as required

**QUALIFICATION, EXPERIENCE & SKILLS**:

- Post-secondary education in Office Administration, Purchasing, or Facilities Management, and/or at least one year of related experience, preferably in a non-profit environment, or an equivalent combination of experience and training.
- Attention to detail, proactive, project management competencies and process-oriented working style.
- Advanced knowledge of MS Office software (including Word, Excel, Publisher, Outlook).
- Ability to work independently and collaborate effectively within a team.
- Capability to multitask, meet pressing deadlines, and anticipate needs.
- Discretion in handling confidential and time-sensitive documents and materials.
- Excellent interpersonal skills and adaptability in a fast-paced environment.
- Experience working in a value-based non-profit or social services organization.
- Ability to work independently and interdependently within an interdisciplinary team, with respect for each team member's skills and responsibilities.
- Proficiency in languages relevant to the organization's community is an asset.

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