Facility & Office Manger & Community Coordinator

3 weeks ago

Edmonton, Canada Edmonton Japanese Community Association Full time

**EJCA/ACL Facility & Centre Office Manager and Community Coordinator**

**EJCA is looking for applicants to fill the following roles.**
- **EJCA/ACL Facility Manager and Centre Office Manager (approximately 20 hours per week in total)**

Reporting relationship: The Edmonton Japanese Community Association (EJCA) Board

Working Relationship: The Argyll Community League (ACL) Board

Position: Part time. Both positions total approximately 20 hours per week

Starting wage: $23 per hour

Benefit: Vacation pay by %

**For a detailed description of this combined role - see sections 1.A and 1.B and the Requirements**:
**1.A. Facility Manager: Building Maintenance and Operation (approx 10 hours per week)**

Familiarity with basic building maintenance with an awareness of when to call in professional help.

Good Project Management skills. These include coordinating outside contractors, having a keen awareness of time management and project scheduling experience.

Experience dealing with suppliers, service agencies, and freelance contractors with respect to quality control, materials, inventory, scheduled maintenance, service quality, and maintaining good relations with suppliers and service providers.
- Daily (5 days a week) building look-over.
- Ensure proper operation of fire suppression systems, fire alarms, HVAC system (heating and cooling filters, make up air), electrical distribution systems (including emergency lighting, checking and fixing any lights that are not working), plumbing, AED.
- Check and repair damage on the inside and outside of the building; graffiti, dents, broken windows, doors using contractors as necessary.
- Recommend repairs to the building.
- Maintain equipment inventory.
- Help in selection and supervise contractors as needed.

**Security**
- Ensure/oversee security of the building including issuing of keys and fobs; monitoring cameras and DVR.
- Be part of the protocol for responding to building alarms, including remote viewing of security cameras.
- Must be willing to be “on-call” for building problems, including security.

**Communications**
- Ensure Wifi access, and maintenance by contractor.
- Communicate with Telus as required for phone issues.

**Cleaning of the building**
- Sweep floors, wash windows, vacuum, shampoo carpets, strip and seal uncarpeted floors, clean walls, etc.
- Clean washrooms including toilets, sinks, grab rails, mirrors, and floors, and sanitize to Alberta Health Services (AHS) standards. Ensure the centre is clean before events and restock weekly and after every function: toilet paper, paper towels, hand soap.
- Clean kitchen including refrigerators, stoves, dishwasher, and freezers, and sanitize to AHS standards, including:

- grease trap,
- floor drains.
- Other minor cleaning of the building as required.
- Empty garbage receptacles in the kitchen, washrooms, and small waste baskets, and deal with recycling appropriately.
- Hire and supervise building cleaning persons/companies as needed.
- Purchase supplies for office, janitorial supplies, etc., as required.

**Grounds maintenance**
- Sweep gravel and pick-up debris and litter during summer; maintain general tidiness.
- Hire and supervise snow removal persons/companies as needed.
- Note: garden maintenance is done by the Garden Work Group.

**Supervision**
- When appropriate, arrange, manage and supervise service contracts and follow up on the work/repairs.

**General**
- Physical capacity: able to climb a ladder for light bulb replacement, ability to inspect the roof, operate a snowblower, clean floors, move furniture, etc.
- Willing and able to do janitorial work.
- Other duties as required.

**Assets Desirable (But Not Required)**
- Facility/building management experience.

**1.B. EJCA/ACL Centre Office Manager (approximately 10 hours per week)**

**Manage the Centre Rentals, Finance, and Communication**
- Manage the calendar of events and reservations for ACL, EJCA, and outside renters.
- Manage inquiries from renters; explaining to renters room availability and pricing, showing potential renters the facility, signing the contracts, accepting the security deposits and rental fees, assigning keys/fobs, refunding security deposits, and getting the keys/fobs back, also:

- Assure liquor licensing obtained if required,
- Inspect the premises after each rental for damage and insufficient cleaning,
- Reconcile security deposit account.
- Create invoices and accept payments of all users.
- Produce reports tracking rentals - monthly and yearly totals, and report to the EJCA Board and the EJCA/ACL Joint Committee using established templates.
- Write monthly activity reports to EJCA and ACL Boards following templates.
- Report to and attend the monthly EJCA Board Meetings.
- Report to and attend quarterly ACL/EJCA Joint meetings.
- Hand out items purchased in the EJCA ‘Web Store.’
- Recommend and purchase furniture and equipment as directed.
- Coordinate financial operations with the Treasurers of each A

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