Office Maintenance and Support Specialist

3 weeks ago

Ottawa, Ontario, Canada Home and Community Care Support Services Full time

Job Overview

A PLACE WHERE YOU CAN MAKE A DIFFERENCE

Are you someone who thrives in a structured environment, possesses keen attention to detail, and can maintain composure amidst distractions? If you are looking for a fulfilling role that prioritizes the well-being of others while also valuing your contributions, you have found the right opportunity.

Under the supervision of the Manager of Emergency Management and Facilities, the Facilities Support Services Coordinator plays a vital role in executing assigned responsibilities and delivering assistance related to the administration and upkeep of office spaces. This position inherently emphasizes the importance of maintaining a secure and efficient workplace.

The Facilities Support Services Coordinator is dedicated to achieving objectives while adhering to established service level agreements, timelines, and quality standards.

Key Responsibilities

Facilities Administration and Maintenance:

- Cultivates partnerships with property management representatives to facilitate necessary maintenance and repairs within the office environment.

- Oversees the maintenance and repair of office equipment and furnishings, ensuring alignment with service level agreements established with vendors and property management.

- Conducts site evaluations with contractors and property representatives to verify that work performed meets service standards, reporting any discrepancies to the Facilities and Office Services Manager.

Fixture Management:

- Implements adjustments to workstations as recommended by ergonomic assessments.

- Coordinates logistics for office relocations in collaboration with management, contracted service providers, and equipment suppliers.

- Procures office fixtures within the guidelines set by the organization's procurement policies.

Support Services:

- Provides comprehensive support to all offices, which may include managing the ordering and delivery of office supplies, handling correspondence, and processing materials and equipment requests.

Office Support Functions:

Supplies and Inventory Management

- Maintains optimal inventory levels for all office supplies and forms.

- Processes orders for various office locations and fulfills requests from service providers.

- Addresses supply requests and replenishes stock for employee supply cabinets.

Mail and Courier Services

- Manages the receipt and distribution of incoming mail and courier items, as well as the processing of outgoing correspondence.

Qualifications

What You Need:

  • High school diploma or equivalent.
  • At least two years of experience in office or commercial facility operations, maintenance, or logistics.
  • Basic proficiency in computer applications, including word processing and Microsoft Office.
  • Proficiency in English; bilingualism is preferred, with a basic understanding of oral French being an asset.

Preferred Skills:

  • Strong communication, interpersonal, and customer service skills, demonstrating respect and professionalism.
  • Excellent multitasking and prioritization abilities, with a proven track record of meeting deadlines while maintaining attention to detail.
  • Self-motivated and capable of working independently as well as collaboratively within a team.
  • Proven customer service skills in building and maintaining effective working relationships.

Work Schedule

- Standard hours are Monday to Friday, 8:30 AM to 4:30 PM (35 hours per week).

- Flexible work arrangements are available, including a hybrid model of in-office and remote work.

Benefits

We recognize the importance of work-life balance and offer a supportive environment for your professional growth. Our organization provides:

  • Competitive compensation packages and comprehensive benefits.
  • Opportunities for professional development.
  • Membership in a defined benefit pension plan.

Who We Are

We are committed to delivering exceptional care and support to individuals in our community. Our organization collaborates with patients, caregivers, healthcare providers, and community partners to ensure accessible and integrated care.

Our Commitment to Diversity

We are dedicated to fostering a culture of equity, inclusion, and diversity. We encourage applications from all qualified individuals and are committed to providing accommodations for candidates with disabilities throughout the recruitment process.

We appreciate the interest of all applicants; however, only those selected for an interview will be contacted.

Our organization has implemented a vaccination policy requiring all staff to be fully vaccinated against COVID-19. Candidates under consideration will need to provide proof of vaccination upon hire, with accommodations available for medical or human rights exemptions.

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