Facility Administrator

5 months ago

Mississauga, Canada NIPPON EXPRESS CANADA Full time

**Job Summary**

The Facility Administrator is to provide support and assistance to the Branch Manager in coordination with Head Office Administration in the general oversight of the facility and facility functions. This position will act as a primary liaison to many vendors, contractors and suppliers of the branch and assist the branch with the general day-to-day maintenance of the facility. They will also serve as the bridge to the branch personnel for all facility related and other administrative duties.

**Duties & Responsibilities**

**Facility maintenance**
- Assist and coordinate with operations teams in regards to branch level services and create and manage a local vendor database to service these operations (i.e. cleaning services, coffee deliveries, supply orders, etc.)
- Arrange and coordinate schedules with contractors and vendors for repairs, general maintenance of the facility and equipment (forklifts, plumbing, etc.)
- Coordinate with the Administration Manager for any services involving or requiring the approval of the landlord or property manager
- work with Branch management to ensure building is kept in good condition including landlord requirements are met
- Ensure proper cleanliness standards and cleaning logs are being maintained and properly updated in accordance with our GDP requirements
- Some tasks currently on Custodial JD
- Order cleaning supplies and ensure janitor rooms are well stocked
- Stock PPE in office and warehouse areas as needed

**Contract/Vendor management**
- Management of local vendors and suppliers and ensuring branch staff are aware of the specific SOP requirements, rates, renewal dates, etc.
- Provide assistance in negotiations for rate discussions, review competitive providers to ensure we are receiving best value in cost and service quality.

**Safety Management**
- Assist in conducting monthly 5S daily walkthroughs and ensuring operations are consistent with our existing health and safety procedures
- Inspect and report any safety, sanitary or fire hazards

**Security**
- Conduct weekly/monthly security inspections and reporting based on our PIP and cargo security compliance requirements
- Daily facility walkthrough and inspection and properly report any discrepancies or concerns
- Assist in coordinating fire and security drills on an annual/semi-annual basis in accordance with our cargo security requirements.
- Participate in the company’s emergency response team
- Timely response to management and employee inquiries
- Manage daily mail and courier
- Various other tasks that may be required

**Qualifications**
- 2-3 years of experience in a similar role
- Experience with MS Office
- General maintenance or handyman skills are an asset
- Knowledge of Smartsheet or similar software is an asset
- Basic math and accounting skills
- Effective communication, organization and time management skills
- Ability to manage and prioritize multiple tasks
- Ability to remain objective in stressful situations
- High level of sound and independent judgment, reasoning and discretion
- Professional, responsible, and positive work attitude.
- Knowledge of provincial and federal health and safety regulations and legislation
- Ability to maintain confidentiality

**Education/Certifications**
- High school diploma

**_
Nippon Express is an equal opportunity employer committed to an inclusive and barrier-free recruitment and selection process. If contacted for an employment opportunity, please advise us if you require accommodation_

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