Facilities Administrator

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

Provides administrative support to the Facilities department with a variety of responsibilities related to equipment contracts and service agreements, physical security for all locations, pass cards, and occupational health & safety. Assists with budget development and monitors ongoing expenses. Actively participates in special projects as assigned.

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

1. Invoicing & Work Orders: Reviews invoices from vendors to ensure they are accurate and coded to the correct accounts prior to being sent to Finance for payment. Assists Maintenance Technician's processing 'work order' requests for maintenance activities and provide support to internal stakeholders by responding to requests for assistance or resolving challenges affecting the daily operation of the organization's facilities services.
2. Vendor Management: Maintains selected equipment contracts and service agreements by obtaining quotes, liaison with and scheduling established vendors and providing feedback to the Manager on vendor performance and making related recommendations to improve vendor service delivery. Ensures service level agreements with vendors are being met.
3. Security, Safety & Access: Monitors status of physical security, alarm and camera set-up, and access to regional First West locations. Facilitates the procurement and installation of new security equipment and ensure security equipment is maintained. Oversees the issuing and deactivating of security and parking passes and keys and ensure semi-annual audits are completed on passes & keys. Operates and maintains the heating, ventilation and air conditioning control system for the Regional Office if required. As a member of the Business Continuity Team for Facilities, participates in the provision of selected emergency business disruption services to the organization to protect staff and members during events such as gas leaks, earthquake, fire, power loss or any other significant event affecting facility operation.
4. Project Support & Budgeting: Assists the Facilities Services Management with the development of annual capital and operational budgets; monitors expenses relating to assigned general ledgers on an ongoing basis to ensure expenditures do not exceed budgeted resources. Participates in a variety of special projects related to the provision of facilities services to the organization; participate in or leads the coordination of special events. Participates in projects specific to property administration, renovations and other areas as assigned, coordinating outside services as required.
5. Administrative Support: Supports Facilities Services Management by setting up meetings, assisting with correspondence and resolving issues relating to the day to day operations of Facilities Services. Maintains good working relationships within all departments with communication and understanding of needs and expectations. Coordinates facility permits and environmental regulations. Orders and restocks supplies for administration offices' kitchens & washrooms. Acts as a back up to Facilities Services Management as required.

Required Skills, Experience & Qualifications

• Minimum of 2 years of Post Secondary business related courses or an equivalent combination of education and experience required
• 2-3 year of experience in a financial institution, retail, or office administration environment required
• Basic knowledge of accounting and contract negotiations required
• Ability to work independently, with demonstrated ability to plan, organize, establish priorities and meet deadlines
• Projects a professional image, positive attitude and team approach when dealing with others.
• Demonstrated oral and written communication skills
• Demonstrated problem solving skills
• Take responsibility for self-development and continuous learning to achieve required knowledge for the job
• Demonstrated keyboarding skills with proficiency in MS Office products including Word, Excel and Outlook
• Displays an understanding of risk and risk ownership by being able to demonstrate adherence to policies and procedures.

Pay Transparency

Salary Range: $40,950 - $48,700

Please note, the salary range mentioned in this job posting should serve as a guide. The final compensation offered may vary based on a variety of factors including bonuses and/or incentives, or a candidate's skills and experience. First West is committed to providing a fair, equitable, and competitive rewards package that reflects the value an individual brings to our organization.