Facilities & Safety Specialist

**Facilities & Safety Specialist**

**Department**:Operations

**Reports To**:Director, Operations

**Location**: Hybrid: Vancouver Clinic and work-from-home. Travel to other clinics (Surrey & Victoria) from time to time, to meet the needs of the clinics.

**Work Schedule**:7.5 hours per day/37.5 hours per week. Some weekend work may be required.

**Overview**:

- Supporting the Vision, Values, Purpose, and Commitment of Olive Fertility Centre:_

Reporting to the Director, Operations, with dotted-line reporting to the Surrey and Victoria Clinic Managers and the Regional HR Director (for Health & Safety), the Facilities & Safety Specialist provides strong, reliable support for office operations (focusing on non-medical operational support) by creating and implementing office procedures, by maintaining employee safety, and by fostering a positive, inclusive work environment. The Facilities Specialist works cross-functionally, leading and participating in teams and committees as well as working independently, and ensures facility-related and health & safety-related priorities are set, deadlines are met, and procedures are followed. As appropriate, the Facility Specialist escalates issues and brings recommendations to Senior Leadership.

**Key Areas of Involvement Include**:

- Building management:

- Ensures office efficiency by maintaining common areas, organizing processes, handling correspondence, and managing file systems for office, non-clinical documentation including off-site management and shredding, and supply and office equipment maintenance, and ordering.
- Coordinates and plans for office services, such as non-medical equipment, supplies, and forms; coordinates parking, maintenance, and security services. Liaises with building management (landlord) to ensure proactive and routine maintenance.
- Oversees and maintains office equipment for uninterrupted function, identifies needs and acquires supplies, manages office vendor relationships, and coordinates food deliveries when needed.
- Asset lifecycle planning, obtaining quotes for asset replacement, and coordinating disposal or off-site storage of office assets.
- Manages access card distribution, activation, disabling, and tracking.
- Addresses facility-related issues that arise in a timely manner.
- Supports space and infrastructure planning in consultation with Senior Leadership
- Supports facility-related project management as needed by Senior Leadership.
- Physically assembles and positions furniture according to space planning as needed.
- Occupational Health & Safety (H&S) management:

- Develops & leads the H&S Committee according to WorkSafe BC and other regulatory requirements relating to medical clinics and labs.
- Assigns H&S roles, including floor wardens, first aid representatives, and inspection team members. Ensure roles are carried out in a timely and effective manner.
- Oversees, reviews, identifies, and implements improvements to H&S protocol to ensure Olive is a safe, secure, and healthy workplace.
- Facilitates safety orientations for new hires, returning employees, and contractors at all locations.
- Ensures safety drills are conducted in a safe, thorough manner and in accordance with best practices.
- Maintains organized and up-to-date H&S records.
- Prepares H&S-related communications to staff.
- Appropriately liaises with, escalates issues to and seeks approval from Senior Leadership
- General Administrative duties:

- Organizes photo shoots and maintains the staff directory.
- Provides direct administrative support as needed, including taking and distributing meeting minutes; booking travel and accommodation support; maintaining file systems; and mailing and shipping packages.
- Prepares and delivers ad-hoc reports and presentations as needed.

**Qualifications**:
**Education, Training and Experience**:

- Bachelor’s degree or equivalent in a related field
- Minimum 3 years’ experience in facility administration, general administration or health & safety
- Or an equivalent combination of education or experience
- Previous experience working in a healthcare or scientific environment is preferred.

**Skills and Abilities**:

- Excellent people skills and communication abilities, both written and verbal.
- A resourceful and flexible self-starter.
- Strong time-management skills, with the ability to prioritize effectively
- Ability to maintain confidentiality of company information.
- Ability to fulfill the physical aspects of the role, including lifting and moving items up to 25 pounds.

**Job Types**: Full-time, Permanent

Pay: From $70,000.00 per year

**Benefits**:

- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Tuition reimbursement
- Vision care
- Wellness program

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday
- Weekends as needed

Ability to commute/relocate:

- Vancouver, BC V5Z 3X7: reliably commute or