Facilities and Administrative Coordinator

4 days ago

Toronto, Ontario, Canada HMC Architects Full time

Company Overview

HMC Architects is a purpose-driven firm that aims to make a positive impact in our communities. With a strong focus on design for good, we strive to create innovative solutions that drive success.

We prioritize alignment and commitment to our mission through our ownership culture. This enables us to stay focused on delivering exceptional results.

What We Do

As a forward-thinking firm, HMC Architects anticipates community needs and creates designs that have a lasting impact. Our primary areas of focus include healthcare, education, and civic spaces.

This position is based in Ontario, California, allowing for easy access to various community projects.

Job Description

The Facilities and Office Support Associate plays a vital role in ensuring the smooth operation of our office. This involves handling administrative tasks, managing office supplies, assisting with facilities-related needs, and maintaining a welcoming environment for employees and visitors.

Responsibilities

  • Office Operations Support:
    • Maintain and organize office supplies, ensuring adequate stock levels and replenishing as needed.
    • Assist with setting up meeting rooms and common areas.
  • Hospitality and Office Duties:
    • Manage and maintain coffee stations, kitchens, and other shared spaces.
    • Greet and assist visitors, providing a professional and friendly experience.
    • Support office events by coordinating meals, refreshments, materials, or room setups.
  • Mail and Courier Services:
    • Handle incoming and outgoing mail, packages, and shipments.
    • Maintain accurate records of deliveries and distribute items to the appropriate recipients.
    • Coordinate with courier services and ensure timely deliveries.
  • Facilities Coordination:
    • Address facility needs and coordinate maintenance and repairs with vendors.
    • Conduct regular inspections of the office to ensure it is clean, organized, and functional.
    • Monitor equipment (e.g., coffee machines, keg) and work with vendors to repair when needed.
    • Support health and safety measures, such as maintaining clear walkways and emergency equipment.
    • Attend to and assist with building tenant questions and requests.
  • Administrative Assistance:
    • Provide general support to staff, such as photocopying, scanning, or filing documents.
    • Assist with maintaining office records and updating contact lists or directories.
    • Perform data entry and basic clerical tasks as needed.

Requirements

  • A high school diploma or equivalent; additional education or certifications are a plus.
  • Four or more years of experience in an office support capacity, with some facilities coordination experience.
  • Strong organizational and multitasking skills.
  • Basic knowledge of office equipment and facilities management.
  • Excellent interpersonal and communication skills.
  • Proficiency with office software (e.g., Microsoft Office, Microsoft Excel, Microsoft Outlook).
  • An office-based role with occasional physical tasks such as moving supplies or setting up spaces.

Salary

The hourly range for this position is $23.56 to $32.07. The actual offered salary will vary depending on multiple factors including the candidate's qualifications, education, position knowledge, work experience, skills, ability, work location, and internal incumbent compensation for similar roles.

Benefits

The company offers discretionary bonus opportunities, employee stock ownership grants, paid time off, medical insurance, and other wage and benefit opportunities.

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