Administrative Coordinator, Building Operations

1 month ago

Scarborough, Canada Toronto Pan Am Sports Centre Inc. Full time

Toronto Pan Am Sports Centre Inc. is currently seeking a full-time **Administrative Coordinator, Building Operations **to join our team

The Administrative Coordinator is responsible for providing administrative support for the Department of Building Operations and plays a key role in coordinating the administration of the Joint Health and Safety Committee in the role as Secretary to the Committee.

**The key accountabilities of the role include, but are not limited to**:

- Performs departmental administrative office processes
- Maintains accurate documentation and maintains departmental records, including confidential files
- Reconciles departmental purchases and prepares documentation for payment
- Acts as secretary for committee meetings and produces minutes for approval
- Coordinates inspections and meeting bookings for the Joint Health and Safety Committee
- Prepares asset inventory and enters data into the property management system to maintain up-to-date records
- Prepares responses to correspondence for routine inquiries
- Assists with arranging repair and maintenance of equipment and general housekeeping requests
- Orders and receives supplies
- Conducts research, compiles data and prepares documents for consideration
- Prepares and processes statistical summaries and proofs written materials
- Maintains standard operating procedures files
- Maintains building master keys, inventory and ensures sign out procedures and coordinates use of key control management software
- Maintains building automatic door schedules and makes changes to schedules as needed for special events and holidays
- Processes all incident and accident reports and ensures e-distribution
- Some reception, typing, copying, scanning and travel arrangements and other duties as required
- Understands, supports and adheres to Company policies, programs, and procedures
- Complies with all legislative requirements (e.g., Occupational Health and Safety Act, Human Rights Code, Employment Standards, Act, 2000 as amended, etc.)

**What We Need From You**:

- Three (3) years of experience successfully coordinating office processes preferably in a building or facility management environment
- Community College diploma or an acceptable equivalent combination of education and experience
- Excellent computer skills required in Word and Excel. Knowledge of PowerPoint and Access is a strong asset
- Expert in coordination of meetings and calendar maintenance
- Excellent writing skills, including proof-reading and formatting of reports
- Demonstrated excellent interpersonal, oral and written communication, organizational and problem-solving skills
- Superior customer-service skills including flexibility and patience to deal with varied clientele in a professional manner
- Accuracy and meticulous attention to detail
- Demonstrated ability to prioritize and manage competing tasks during stressful peak periods and to meet deadlines
- Ability to work both independently with mínimal supervision and cooperatively with other team members
- Ability to maintain strict confidentiality

**At the Toronto Pan Am Sports Centre Inc. We Can Offer You**:

- A Comprehensive Benefits Package including Medical, Dental, Vision, Life, AD&D Insurance, Disability coverage, and Travel Insurance
- Employer RRSP Contribution
- Complimentary Fitness Centre Membership
- Training and Development including Education Assistance Reimbursement
- Employee Assistance Program
- Experience in working large scale events, tournaments, and competitions
- Corporate Events
- Staff discounts on items such as mobility, clothing, events, etc.

**How to Apply**

Please submit your cover letter, resume and salary expectations to the attention of: Director, Building Operations, **by October 21, 2024.**

**Our History**:
Toronto Pan Am Sports Centre Inc. is committed to creating an inclusive and diverse work environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, age, marital status, family status or disability.

Toronto Pan Am Sports Centre Inc. will provide, on request, accommodations for disabilities to support your participation in all of our Recruitment Process.

We thank all applicants that apply, however only those being considered for an interview will be contacted.

**Benefits**:

- Company events
- Dental care
- Disability insurance
- Discounted or free food
- Employee assistance program
- Extended health care
- Life insurance
- On-site gym
- On-site parking
- Paid time off
- RRSP match
- Store discount
- Tuition reimbursement
- Vision care

Schedule:

- Monday to Friday

**Experience**:

- administrative building or facility management environment: 3 years (required)
- successfully coordinating office processes: 3 years (required)

Work Location: In person

Application deadline: 2024-10-21

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