Coordinator, Facilities Management

JOB POSTING: ADDICTION SERVICES CENTRAL ONTARIO –

JOB POSTING PT

Part-time (0.8 FTE) Permanent

COORDINATOR, FACILITIES MANAGEMENT

Addiction Services Central Ontario (ASCO) is a charitable, community-based addiction and mental health services organization with its main office located in Aurora, Ontario and provides programs and services in York Region, South Simcoe and some parts of Toronto. Be sure to visit our website:

ASCO unites to support individuals to achieve their goals by offering hope and promoting well-being. Addiction Services Central Ontario takes pride in its passion for client service. Each day presents new opportunities to demonstrate leadership and expertise in addictions to the community. ASCO embraces a holistic, biological, psychological, social and spiritual approach to addiction. A holistic approach places the person at the centre. The agency uses a harm reduction approach in addiction treatment and equally respects individuals who choose abstinence or harm reduction. ASCO's three strategic priorities are: Develop Our People, Drive System Leadership in Integrated Care and Advance Clinical and Operational Excellence.

Addiction Services Central Ontario is seeking an experienced, highly motivated and energetic individual to fill an existing position as a Coordinator, Facilities Management to coordinate office and facilities support to the Operations Manager, ASCO and its staff, and to enhance the day-to-day operations and administration of the agency. This position helps to ensure the organization meets the needs of clients where they are located.

This position will be based in the Aurora office location, reporting to the Assigned Supervisor

ASCO is required to follow all public health and provincial directives as well as of those of our Ontario Health Team partners as related to the pandemic and other health issues that may come forward, including but not limited to vaccination requirements.

This is a Part-time permanent position for 28 hours per week (5 in-person shifts), evening/weekend work may be required.

Schedule is as follows (may change due to operational requirements):

• Mon/Weds/Thurs/Fri: 9:00 AM – 3:30 PM (5.5 hours paid and 1-hour unpaid meal break)
• Tuesday: 9:00 AM – 4:00 PM (6 hours paid and 1-hour unpaid meal break)

Total = 28 paid hours

The hourly wage rate is $30.59. This position is within the Bargaining Unit.

Why work at ASCO?

• 12 days Vacation to start (accrued monthly); 16 days (accrued monthly) after one (1) year of continuous service (pro-rated for 0.8FTE)
• HOOPP Pension Plan for Permanent Full-time and Part-time staff
• 2.4 Flex Days to be taken throughout the year (pro-rated for 0.8FTE)
• 12 days' Paid Personal time (accrued monthly, pro-rated for 0.8FTE)
• Education Allowance provided up to $180 per fiscal year (pro-rated for 0.8FTE)
• 4 Education Days per fiscal year provided for personal and professional development (pro-rated for 0.8FTE)
• Comprehensive Benefits package
• Employee Assistance Plan
• Various employer-paid training programs
• Mileage reimbursement when required
• Free on-site parking
• Perkopolis Membership Available

Duties and Responsibilities include but are not limited to:

1. Policies, Procedures, Legislation and Professionalism

• Is familiar with, and committed to, the organization's Vision, Mission, and Values.
• Demonstrate understanding of, and adherence to, organizational policies, protocols, guidelines and procedures, including but not limited to the Code of Conduct, Conflict of Interest, Workplace Violence, Harassment and Discrimination, Whistleblower policies, and all other organizational policies, protocols, guidelines and procedures and behaves ethically.
• Follow all health and safety policies and procedures as per our Health & Safety Program, and actively collaborate to maintain a healthy & safe work environment through both actions and words.
• Contribute to the overall professional appearance of all ASCO work sites.
• Regularly update professional knowledge through educational events, workshops, and profession related reading and training.
• Represent ASCO in a positive and professional manner while interacting with clients, family members, media, donors, funders, contractors and internal and external stakeholders.
• Engage in regular performance reviews and provides feedback concerning own performance.
• Contribute to a team environment, participate in team meetings and events
• Embrace change, seek opportunities and make suggestions to improve processes
• Maintain confidentiality related to all matters.

2. Office and Facilities Support

• Liaise with landlord representatives for all current and future ASCO work sites, including clinics, as applicable.
• Arrange and manage contracted services for all ASCO work sites related to cleaning, plumbing, pest control, HVAC, painting, etc.
• Coordinate repair and maintenance work assignments performed by technicians, vendors and contractors for all ASCO sites, including the ASCO mobile clinic.
• Manage phone system maintenance and upgrades in all ASCO work sites, as required.
• Manage agency mobile devices (i.e. cell phones and/or tablets) for staff or clients, including negotiation of plan contracts, distribution, retrieval and tracking of the devices, and monitoring data usage.
• Assist in reviewing and preparing satellite office leases and renewals.
• Review and make recommendations for approval of invoices from applicable vendors, services, products and maintenance.
• Draft RFPs, solicit and review proposals received and make recommendations, based on ASCO's Procurement Policy and the criteria for the RFP.
• Obtain and review price quotes for the procurement of parts, as per agency's Procurement Policy.
• Collaborate with the Operations Manager to explore and secure new satellite office and clinic locations, as requested; make recommendations for effective office and/or clinic design.
• Collaborate with the Operations Manager in working with landlords and contractors to ensure timely completion of new office construction including data and voice cabling, internet connection, phone and alarm systems.
• Complete site health and safety inspections, including all satellite offices.
• Track and report on all facilities related expenses.
• Review existing facilities contracts and make suggestions for cost reduction and/or service improvements.

• Serve as the first point of contact for minor office maintenance and repairs, addressing issues directly where possible and coordinating external professional services as required.

• Other duties as assigned

Qualifications:

• College diploma (e.g.: business, not-for-profit, social management), or equivalent
• Minimum two years' facilities, office and administrative experience in a health care or other setting
• Intermediate knowledge of Microsoft Word, Excel, PowerPoint, and Outlook
• Ability to communicate and work effectively on a multidisciplinary team
• Excellent customer service skills
• Proactive and client-service oriented
• Attention to detail is critical
• Experience in handling confidential or sensitive information; knowledge of applicable privacy laws
• Excellent interpersonal and problem-solving skills
• Ability to multi-task and be a team player
• Ability to respond to requests in a timely manner
• May be required to move tables, chairs, boxes, etc
• May be required to work in ASCO's various clinic and satellite locations
• Able to work both on a team and independently
• Excellent English communication skills, both verbal and written
• The ability to provide services in French and any additional languages a definite asset

Other requirements

• A valid driver's license and access to an insured vehicle
• A successful Police Vulnerable Sector Check, as per agency policy and procedures

Please apply by sending your resume and cover letter detailing what interests you about this opportunity and experience you have that sets you apart from others.

External Applicants: Apply Online

Deadline to apply: Until Filled

The process we will undertake to recruit for this role includes:

• Initial screening of resumes and covering letters
• Those who are successful in moving through the initial screening process, will be asked to participate in a brief telephone interview
• Those who are successful in the telephone interview will be asked to attend a face-to-face interview to gain a better understanding of the role, as well as, provide you the opportunity to discuss how your experience fits well with this opportunity.

We are an equal opportunity employer and welcome applications from diverse individuals who self-identify on the basis of any of the protected grounds under the Human Rights Code, and we encourage you to reflect upon the diversity you would bring to this role within your application. We are wholly committed to integration and to building a diverse, inclusive, accessible and respectful workplace where every employee has a voice and is given the opportunity to fully contribute, ensuring an equal employment environment without discrimination or harassment, while maintaining the independence of individuals and removing barriers to accessibility in the workplace. We remain committed to full compliance with the Human Rights Code, the Accessibility for Ontarians with Disabilities Act, the Occupational Health and Safety Act, and all other applicable legislation.

ASCO is committed to diversity within its community and especially welcomes applications from racialized persons/persons of colour, women, Indigenous people, persons with disabilities, LGBTQ2 persons, and others who may contribute to the further diversification of ideas.Applicants who require special accommodation in order to complete their application/interview are encouraged to contact our HR representative of the accommodation measures required which will enable you to be interviewed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.

WE WELCOME ALL APPLICATIONS, HOWEVER ONLY THOSE SELECTED FOR AN INTERVIEW WILL BE CONTACTED