Facilities Administrator

**Why DUCA?** We’re a vibrant, exciting credit union that lives its "profits with a purpose" philosophy in every financial transaction, product, interest rate, and community initiative we offer. Founded in 1954, DUCA has grown from a single branch credit union in Toronto to 19 branches across Southern Ontario with over 85,000 Members we are proud to serve. We exist to help People, Businesses and Communities **Do More, Be More, and Achieve More**. - Positive, un-big bank like service experience delivered through Member-facing staff in branch, on the phone (Member-Connect) and via our Mobile mortgage specialists, Wealth Management advisors and Commercial and Business Banking Account Managers. - Competitive rates. - Personalized financial solutions, guidance, and service with the lowest possible fees for both Personal and Business Members. - Profit sharing among Members. - Multiple ways to bank—online, mobile app, phone/full-service Member Connect Contact Centre, and, of course, in-branch—DUCA is accessible 24/7 A career with DUCA means you’ll find endless opportunities to make a difference with your unique abilities and perspectives. **Our people live their purpose while helping others Do more, Be more and Achieve more with their money and their lives.** At DUCA, you’ll be part of a vibrant and collaborative team where you’ll be supported to excel and make an impact, no matter what role you play. **Senior Facilities Administrator** **DUCA is looking for a Facilities Administrator**to join our growing team** **Job Purpose & Summary** The Senior Facilities Administrator is responsible for supporting the Facilities team with delivery of services and various office tasks. The position is the first point of contact for the Facilities department and is responsible for administrative tasks including preparing documentation, correspondence, and reports, as well as answering phone inquiries, updating databases, and other general administrative duties. The incumbent is also responsible for all mailroom operations and for maintaining supply inventories for all DUCA locations. **Key Accountabilities & Duties** - Responds to all inquiries as the first point of contact for the Facilities department - Conduct research, prepare reports, and collect and consolidate data from various tools - Coordinate and meet with vendor and trade visits at Corporate Office - Dispatch vendor work for the region as a joint department function and follow up on completion and closure of work orders - Coordinate all work and maintenance of both Corporate Office and the Willowdale Branch, both during and after hours - Participate in a wide variety of committee meetings by attending departmental, health and safety, Fire Warden, and project planning meetings as a representative of the department - Coordinate receipt and filing of monthly workplace inspection forms from all locations - Administer the security system for all locations, issuing access cards and dispatching security services when warranted. - Back up on-call for security for Corporate Office and Willowdale Branch (outside of normal working hours) - Coordinates kiosk delivery and marketing products for promotional events for all locations - Create and maintain electronic and paper filing systems - Implement, monitor, and identify areas of improvement with respect to administrative processes - Collect, sort, and distribute incoming mail and items from couriers - Maintain regular pickup and delivery of internal mail - Prepare delivery of outgoing mail and items for courier including shipping and receiving documents and equipment - Maintain and stock office supplies in all locations - Responsible for keeping the mailroom, office supply spaces, and marketing inventory space organized, clean, and hazard-free - Other general administrative duties as required including scanning, filing, and organizing facilities records and documents **Occupational Experience & Education Requirements** - Three (3) plus years of general administrative experience and customer service experience - Experience managing and coordinating supplies and inventory delivery considered an asset - Partial degree or diploma considered an asset, or equivalent work experience **Knowledge, Skills & Attributes** - Proficient in Windows and Microsoft Office suite of products - Passion for providing outstanding customer service - Highly service-oriented team player with a proactive attitude - Excellent time management and organizational skills - Strong planning and attention to detail skills - Exceptional interpersonal skills - Proven ability to establish and maintain effective working relationships - Demonstrated ability to work under pressure, meet tight deadlines, and handle changing priorities - Strong data analysis skills - Ability to learn computer programs and software quickly and independently - Excellent communication skills - written and verbal **Working Conditions** - Driver’s license and access to a vehicle