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Office Facilitator
2 weeks ago
Morrison Hershfield is a multi-disciplinary consulting engineering and management firm located throughout the US and Canada. We are a dynamic, employee-owned, team-oriented firm with a diverse project list that ensures you will be working on exciting, high-profile and challenging projects. For more than 75 years, the people at Morrison Hershfield have been the leading force behind our continuous growth and the expansion of our services.
Here at Morrison Hershfield, we are committed to providing flexible work arrangements, to assist employees in fulfilling their multiple responsibilities at work, at home and in the community. Flexible work arrangements provide additional options for work schedules and locations. As we focus on project delivery, clients and staff, we have several working options available for working at Morrison Hershfield.
Overview
Our Markham office is looking for an Office Facilitator who will be passionate about creating a positive workplace experience for our hybrid workforce by utilizing technology to streamline processes, supporting company culture, and implementing new programs. The Office Facilitator will provide leadership, be a resource for staff, manage the local office administrative team, manage priorities in a fast-paced environment, and stay calm under pressure.
Office Facilitator will lead a team of 2 direct reports, Front Desk Administrator and Office Administrator. This role will report to the Office Facilitator Team Lead with local accountability to the Markham Office Manager and Director, Workplace Experience.
The Office Facilitator is an in-office role.
**Responsibilities**:
General and Office Management- Manage Markham Office Administrative Team including mentoring, conducting annual reviews, approving of timesheets, and managing workload in alignment with the Offices Team’s priorities and initiatives- Coordinate building management, parking arrangements, and office access requirements.- Support the Joint Health and Safety Committee with initiatives, deficiencies, audits, and certifications- Manage security access to office. Act as first point of contact for security company inquires and alarm calls- Provide leadership in the event of an emergency or disaster coordination- Provide administrative support to Business Units as requested- Other duties as assigned by Office Manager and Office Facilitator Team Lead- Maintain highest level of confidentiality and professionalism.
Facilities Management- Regular updates of office procedures and guidelines, such as the Office procedures manual and the Emergency Response Plan- Coordinate office upgrades and renovations in cooperation with the Director, Workplace Experience- Ensure that regular office repairs, maintenance and cleaning are monitored and addressed- Maintain professional appearance in all office common areas including but not limited to reception, conference rooms, corridors, break rooms, and storage areas- Support primary landlord relationship as managed by Director, Workplace Experience
Financials and Budgeting- Manage office expenses and inventory. Basic accounting including invoice approvals and payment processing.- Coordinate purchasing of office and specialty items as requested- Source suppliers for regular and emergency purchases- Manage vendor relationships to negotiate costs and secure competitive bids- Assist the Director, Workplace Experience and Office Facilitator Team Lead in the preparation of annual operating office budget and annual capital requests- Monthly review of operating budget results and variance explanations
Records Management- Coordinate records management including off-site file storage, retention, retrieval requests and destruction- Actively support digitization of business documents
Real Estate Support- Manage office floor plans and seat assignments- Coordinate moves, adds, changes- Maintain landlord relationship and liaise with Property Management company
Office Event Coordination- Plan and coordinate office-wide events- Support office and team events including but not limited to setting up and stocking boardroom and meetings rooms, coordinating catering requests, and ensuring excellent client and staff experiences- Establish partnerships and accounts with local businesses- Establish a Social Committee for event planning and coordination
Qualifications:
- 3 to 5 years’ experience in an office administration, facilities management, project planning, or real estate administration- Experience in supervising a team- Proven skills in all areas of Microsoft Suite (Word, Excel, Outlook, PowerPoint etc.)- Experience with an operating budget ideal- Must demonstrate the ability to exercise sound independent judgment- Superb customer-focused attitude and attention to detail- Ability to problem-solve and prioritize work- Excellent oral and written communication skills
**Job Type**:
Regular
