Facilities & Administrative Assistant

**Aviso Wealth**:
**The Opportunity**:
We are looking for an Administrative & Facilities Assistant to join our Office Services Team.

Your role will be required to regularly perform essential duties on behalf of the company from your assigned Aviso office. Your role is considered low flexibility, requiring you to work onsite 5 days per week at our office at 151 Yonge Street location in Toronto.

Reporting to the Office Services Manager, the Administrative & Facilities Assistant is responsible for greeting and supporting employees and visitors and maintaining office services and facilities.

**Who you are**:

- **Service** - You consider both internal and external stakeholders and demonstrate intent of understanding and putting the clients’ needs first. You advocate service excellence and work to deliver solutions that meet the needs. You proactively develop strategic partnerships that allow Aviso Wealth to become a trusted advisor and partner
- **Execution** - You are committed to achieving your goals and to succeed. This includes focusing on “getting things done”, as well as recognizing and taking advantage of opportunities as they arise. You are consistently looking for ways to improve your personal best and see value in continuous improvement. You take accountability for your actions and learn from mistakes
- **Collaboration** - You work collaboratively with others with the common goal of driving positive results. Making meaningful contributions to your team to achieve organizational goals is a priority. You proactively encourage collaboration, build trust and inclusion, and work to establish effective relationships both inside and outside of the organization

**What your day looks like**:

- Greeting and supporting internal and external clients at the Reception area and handling inquiries
- Maintaining office services and facilities and administration of the Facilities Inbox including request for office supplies and services
- Assisting the People & Culture team with onboarding and offboarding employees
- Working collaboratively with the Office Services team to increase organizational workflow and find efficiencies
- Liaise with HR to prepare designated workspace, maintain seating plans and administration of access cards
- Point of contact for facilities: HVAC, base building lighting, appliances, and plumbing issues using the OneServe app
- Point of contact for Service Representatives (i.e. trades, stationery, appliances, carpets, and plants)
- Administering vendor invoiced through Concur
- Maintain vendor contracts and schedule renewals with Manager’s approval
- Manage boardroom calendars for confirmations and/or conflicts, and executive meetings
- Responsible for all desk and office keys
- Maintain a high degree of discretion and confidentiality

**Requirements**:
**Your experience and skills**:

- Post-Secondary education preferred
- 2 years’ experience in a similar position
- Strong experience with the MS suite of products including Word, Excel, Outlook
- Experience with office 365 experience and teams preferred
- Strong customer service skills
- Strong aptitude to pick up technology and willingness to learn new systems
- Ability to learn quickly in a fast-paced environment and strong attention to detail
- Strong organization skills with a process improvement mindset
- Ability to prioritize and multi-task
- Fluent communication skills in English are required and bilingual skills in French are an asset

**Benefits**

**Why Aviso Wealth?**

At Aviso Wealth, you will find a dynamic and inclusive culture that rewards innovation and celebrates success.
Here are a few things that set us apart:

- Competitive compensation package that rewards and recognizes individual contributions
- Excellent health, dental and insurance benefits to meet the diverse needs of our employees
- Generous vacation time, fitness benefit, parental leave top-up options
- Matching contributions to our retirement program
- Commitment to the continuous improvement of our staff through learning & development and an education assistance program
- Regular social events to foster teamwork

**Equal Employment Opportunity**

We thank all applicants for their interest, however, only those selected for further consideration will be contacted.

No recruiters or agencies, please.

**Company Overview**: