HR & Facilities Assistant

Become a changemaker with Islamic Relief Canada Join our team and work towards our mission to mobilize Canadians to transform more lives around the world in the most trusted manner.

Location: Burlington, ON

Department: HR

About the Role:
IRC is seeking a full-time Facilities and Administrative Assistant to ensure the seamless daily operations of our three office units located in Burlington. This role is pivotal in maintaining a safe, well-organized, and healthy working environment for all staff members, working closely with the HR team to support various administrative and HR-related tasks.

Essential Duties & Responsibilities:

- Facilities Management:_
- Lead office organization and maintain storage spaces.
- Oversee renovations and liaise with contractors to execute plans within budget.
- Coordinate regular maintenance and liaise with external parties for facility upkeep.
- Respond promptly to facilities-related emergencies and coordinate large deliveries.
- Propose and implement solutions for energy efficiency and environmental friendliness.
- Focal point for incoming/outgoing mail as needed.
- Vendor management related to supplies and inventory.
- Prepare communications on office closures and reports on incidents.
- Monitor parking use and external upkeep of premises.
- Manage security system and ensure alarms and locks are in place daily.
- Occupational Health and Safety Coordination:_
- Contributing member of the Joint Health and Safety Committee (JHSC).
- Support the development of occupational health and safety (OHS) policies and programs.
- Conduct risk assessment and enforce preventative measures for office and warehouse space.
- Responsible for ensuring compliance with OHS guidelines.
- Conduct quarterly office inspections as part of the JHSC addressing potential safety hazards.
- Regularly inspect warehouse and store premises and the work of personnel to identify issues or non-conformity.
- Liaise with the responsible department/team to organize space and remove hazards.
- Coordinate, track, and implement ergonomic office equipment requests.
- Propose and lead initiatives for accessibility, sustainability (environmental and green), safety.
- HR Suppor_t:

- Support HR team with scheduling interviews, organizing staff training, and engagement initiatives.- Onboarding new staff:

- Provide administrative support for the new employee onboarding process including but not limited to coordinating with other departments, procuring supplies, preparing workstations, assisting with orientation events and meetings.- Offboarding staff:

- Support with any admin tasks related to offboarding staff.- Employee engagement initiatives:

- Support with procuring supplies for engagement initiatives.
- Coordinate the prep and set up of events.
- Facilitate bookings, payments and communications.
- Administrative Support:_
- Coordinate supply orders and maintain inventory across all office units.
- Coordinate domestic travel arrangements for staff.
- The focal point for internal event planning.
- Organization-wide internal events: venue booking, catering, disseminating communication, travel coordination, guest speaker coordination.
- Department-level internal events: advise and be a resource for travel options, venue options, etc. Assist as needed.

Qualifications & Competencies
- College Diploma (2 years) or acceptable combination of equivalent experience.
- Minimum 1 year of experience in a professional work environment.
- Working knowledge of Health and Safety protocols.
- Excellent communication skills to liaise with vendors.
- Adaptable to a fast-paced, ad-hoc environment.
- Excellent communication (written and oral) skills.
- Solid organizational, interpersonal and problem-solving skills.
- An ability to exercise good judgment, and tact and maintain confidentiality.
- A high degree of accuracy and attention to detail.
- Demonstrated ability to prioritize and complete many competing demands.
- Eligible to work in Canada.

Starting Salary:
$50,000.00