Office and Facilities Assistant, Corporate Services

7 months ago

Vancouver, Canada CPSBC Careers Full time

Full-time, permanent
Position summary
Reporting to the corporate services supervisor, operations department, the office and facilities assistant's primary focus is non-technical preventative maintenance of building systems as well as office equipment at a basic level. Other responsibilities include an active role on the security team of the College as well as providing hospitality and corporate services-related activities in a customer service-oriented manner.

The position spends approximately 70% of time on hospitality and office services tasks (incuding mail, supplies, office maintenance) and 30% of time on facilities related tasks.
Duties and responsibilities

**Duties include but are not limited to the following**:
Facility Maintenance
- responds to maintenance requests and communicates with employees and tenants to resolve reported issues
- general and detailed maintenance including, but not limited to, minor plumbing, replacing light bulbs, checking circuit breakers, minor hardware repairs, ceiling or carpet tile replacements and other minor repair/replacement work as required
- investigates reported concerns about heating, ventilation and air conditioning (HVAC) system and determines appropriate action to resolve issues
- responsible for the planning, coordinating and general set-up or takedown of all office furnishings, equipment, cabinets, shelving, artworks etc., in meeting rooms and workstations in consultation with the corporate services supervisor
- schedules and coordinates with tradespeople (plumbers, electricians, painters, etc.) and construction contractors for facility maintenance work in a timely and mínimally disruptive manner
- performs periodic building safety and security inspections and walkthroughs of College-owned premises to identify maintenance issues, ensure against possible water leaks, clogged sinks and drains, and other major/minor problem areas that may affect the upkeep of the College premises
- maintains a daily/monthly checklist of all maintenance procedures and keeps a record of pending and completed maintenance schedules
- performs preventative maintenance assignments as deemed appropriate
- performs minor maintenance repairs using hand tools and power tools while complying with safety rules when operating such equipment
- participates in general cleanup of maintenance related issues
- ensures office renovations, furniture and workstation installation schedules are on track based on the agreed project timelines by coordinating/liaising with contractors, suppliers, IT department, and affected departments of the College when necessary
- responds to emergency call-ins regarding plumbing and building maintenance issues, etc.
- other general maintenance duties as required

Corporate services
- receives, logs, opens, sorts, and distributes incoming correspondence, ensuring all documents are handled in accordance with established policies and procedures
- sorts, prepares and processes outgoing mail and courier packages
- coordinates, prepares and processes mass mailouts in cooperation with the department generating the mailout and liaises with external service providers regarding mass mailout issues
- assists with maintaining a pool of information on current postage charges and services, answers queries as required, and ensures adherence to new or revised postal regulations
- assists with ensuring that all multifunction devices are operational, and all copy rooms are adequately stocked with stationery supplies, etc.
- assists in training staff on using multifunction devices
- undertakes photocopying and scanning projects as required
- responds to a variety of queries and requests from College staff, providing the highest level of customer care, and maintaining confidentiality at all times

Hospitality
- ensures all meeting rooms have been set up appropriately, including catering/refreshment requirements
- undertakes clean-up of all meeting rooms and staff room/kitchens as required
- maintains regular supplies for kitchens and coffee stations

Security
- participates in tracking, updating and allocating parking stalls to College employees and visitors
- facilitates building access requests in the College’s security system in coordination with HR or the security team by creating/updating/deleting user profiles and coordinates synchronous access with the base building security system through communication with the commercial concierge desk
- responds to emergency call-ins regarding security issues

Provides other support duties to the College as required.
Skills and qualifications

**Required skills and qualifications include**:

- completion of a basic facility management course, basic project management or similar training and experience
- knowledge of manual and electrical hand tools, use of ladders and maintenance supplies as directed
- knowledge of occupational hazards and safety rules and regulations
- ability to lift boxes, mailbags and other items up to 50 lbs./23 kg

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