Facilities Administrator

We are currently seeking a Facilities Administrator to join our team.

Under general supervision of the Manager, Facilities, the Facilities Administrator supports a wide range of administrative tasks supporting the Facilities teams including reviewing and issuing purchase orders, processing invoices, programming and tracing access cards, parking registration, returned mail processing, record retention, supply ordering & inventory control.  This position is also responsible for managing e-mail and assisting team members with any related questions. 

Here's what would be included as a part of your typical day

1. Supplier Administration: Tracks vendor contract information & insurance, obtaining quotes, manages corresponding product listings, tracks costs, and assists with budget preparation as requested.
2. Purchasing: Maintains inventory for regional offices including office, kitchen, refresh station, hygiene and form supplies. Supports branches in ordering, delivery and returns. Maintains our preferred supplier catalogues and supply inventory levels so they are updated for supply ordering, reviews and approves supply orders with select suppliers, and resolves purchase requisition/PO issues and other discrepancies to ensure the distribution of goods to branches and regional offices. Reviews, audits, and approves purchase requisitions on a frequent basis to ensure adherence with procurement standards. Creates and audits POs to ensure consistency and accuracy for business units (including proper documentation being attached for reference) to streamline accounts payable (AP) processes. 
3. Invoicing: Processes the Facilities Department's invoices accurately and timely; reviews for appropriate documentation and approval prior to payment; confirms AP coding and ensures compliance with internal policies and processes, matches to related purchase orders or projects and allocates business units expenses to appropriate general ledger accounts. 
4. Rent Processing: Tracks and processes monthly outgoing rent payments to our leased locations. An understanding of base rent, CAM's property taxes, adjustment calculations and rent toll required. 
5. FWCU Support: Organizes access cards for all administration offices. Supports branches with access control systems and complete audits in accordance with Physical Security Policy. Coordinates the management of parking passes and registration at all FWCU owned or rented parking facilities. Registers & updates supply companies' portals, so team members have access as needed. Coordinates room bookings and provides event support. Registers & updates record retention authorized users, support retrievals, retention, destruction and responds to questions. Coordinates document shredding program at all FWCU facilities. Runs the business service centre, including coordination of mail, couriers, shipping, branch data bags, supplies and inventory control.
6. Third Party Relations: Maintains the relationship with select third parties on behalf of the organization. Follows up on third-party inquiries and discrepancies; provides adequate support and documentation and recommends actions to resolve those discrepancies; and escalates issues to the Manager, as required.
7. Business Continuity: As a member of the Business Continuity Team, participates in the provision of selected emergency business disruption services to the organization during significant events affecting facility operations (e.g. gas leaks, earthquake, etc.).
8. Facilities Team Support: Manages property services and facilities inboxes. Prepares letters and general correspondence, coordinates meetings, assists with resolving issues related to the day-to-day operations of Facilities. Creates and maintain articles on the Employee Center. Other duties as assigned including work order processing and vacation coverage. 

Required Skills, Experience & Qualifications

• 2 years of Post Secondary business-related courses or an equivalent combination of education and experience in a financial institution, retail, or office administration environment preferred
• 1 year experience with accounts payable required
• Basic knowledge of accounting required 
• Strong communication skills and ability to effectively communicate with individuals at all levels, diverse backgrounds and perspectives 
• Ability to work both independently and collaboratively in a diverse team environment
• Strong organizational skills with the ability to prioritize tasks to meet deadlines
• Demonstrated problem solving skills 
• Takes responsibility for self-development and continuous learning to achieve required knowledge for the job 
• Proficiency in Outlook, Excel formulas and able to learn applications such as Microsoft Teams & Oracle (AP software) 
• Displays an understanding of risk and risk ownership by being able to demonstrate adherence to policies and procedures.