Facilities Administrator

Job Details

Description

Scope of Position

Facilities Administrator Acts As The Go-to Person For The Alterna West Facilities Department, Fielding Inquiries Under The Help Desk Function Via E-mail & Telephone. The Incumbent Will Assist The Department & All Staff Members With Various Projects/problems. They Will Contribute To The Growth Of Alterna By Finding Cost Savings Wherever Possible. They Will Enhance The Alterna Experience For Both Internal & External Members By

• ensuring that all interaction is done in a professional, open & casual manner with a focus on correcting problems & alleviating concerns
• ensuring that Alterna’s image and brand is maintained
• ensuring that the guidelines of Workplace Standards and Facilities Policies & Procedures are followed
  
  

Major Responsibilities

• Clerical support for the department
• copying (personally or outsourcing for special items as needed)
• filing, maintaining project files & plan files in an orderly fashion
• sending/receiving couriers packages & mail
• scanning required documents as required
• Office Services
• Receives and processes daily Mailroom services such as distributing and collecting internal mail and opening and distributing posted mail.
• Preparing out-going mail for postal delivery which shall include monitoring mail items for adherence to postal standards for delivery
• Respond to inquiries from all levels of staff & contractors and follow up with open job tickets
• Insure all incoming shipments are received and logged according to company procedures
• Organizes and co-ordinates internal and external courier services
• Maintain convenience room inventory levels including all collateral items and general area supplies
• Maintains and monitors stock/supply room inventory levels
• Attends to the distribution and shipping of office supplies
• Provide administrative support to Facilities department
• Help Desk
• respond to inquiries
• co-ordinate service calls
• assist with the provision of other basic services (i.e. office equipment repair)
• Assist with the provisioning of goods/services
• Liaise with staff and suppliers to obtain product information and pricing comparisons
• placing purchase orders
• co-ordinate deliveries & installations
• liaise with staff & suppliers for any problems or purchases
• Assist with & administer expense control & tracking of expenditures for both Capital & Operating budgets
• create and maintain several spreadsheets to track projects & invoices (budget tracking)
• review invoices that come in for accuracy
• record invoiced amounts
• Workspace Changes – assignments/adds/moves (as per space standards)
• assist with staff moving arrangements
• procurement and delivery of packing materials
• assist with implementing furniture changes/reconfigurations
• assist with purchasing/relocation of furniture
• special cleaning arrangements
• Assists with and administers identified key department Building Maintenance & Repair functions, eg. Temperature and HVAC as required or directed accordingly
• Assists the Facilities department when and where required
• Provides back up coverage for all duties associated with the Office Service Representative function.
  

Expectations / Outcomes

• Take a pro-active approach to Facilities related issues in order to:
• minimize downtime
• take problems away from branch staff allowing them to focus on members
• prevent problems before they have a chance to occur which will in turn help to reduce complaints by staff and prevent small issues from turning into larger more costly repairs
• The incumbent shall maintain accurate, up to date records of all tracking logs, spreadsheets and reports for historical data and use this information to make effective proactive decisions
• The incumbent shall strive to have all assigned projects completed within budget and on time.
• The incumbent shall maintain a high level of commitment to a service culture, both in members’ services and internal services
• Contribute to creating and maintaining a professional, in brand, safe & clean work environment at all times
  

Contacts

• Facilities Department Co-Workers
• All levels of Staff and Management
• Board of Directors
• Landlords/Superintendents/Property Managers
• Tenants
• Various Suppliers/Partners
• Various third parties referred by Suppliers/Partners
  
  

Qualifications

Educations / Certifications / Experience

• Post- secondary education degree/diploma
• Minimum 2 years demonstrated work experience in a relevant capacity
  
  

Knowledge / Skills

• Intermediate level knowledge of various Microsoft Applications (i.e. Excel, Word, Project, Visio)
• Basic knowledge/interest in design, operation & maintenance of building systems
• Familiarity with operation and functionality of office equipment and alarm/ surveillance equipment
  
  

Competencies

• Ability to prioritize
• Above average time management skills
• Ability to work with minimal guidance/supervision
• Self-starter who takes initiative
• Strong ability to communicate both verbally and in writing to various contacts as listed above
• Flexibility to work different hours as the need arises
• Ability to travel to various branches if required
• Ability to meet and adhere to deadlines and budgetary restrictions
• Excellent interpersonal skills, ability to use tact when dealing with difficult staff members
• Ability to work under pressure/stressful situations
  
  

About Alterna Savings

Alterna Savings and Credit Union Limited (Alterna) has delivered The Good in Banking® for over 115 years creating financial services that transform lives for the better, all while giving back to our community. Alterna is made up of Alterna Savings and Credit Union Limited and its wholly owned subsidiary, Alterna Bank.

Alterna is the first full-service, member-owned cooperative financial institution outside Quebec, sharing its expertise with over 210,000 members through a network comprised of 40 branches across Ontario, a call centre and multiple digital channels. Members and customers also benefit from an industry-leading online brokerage and investment management services.

To learn more about Alterna Savings, please visit alterna.ca, X, Facebook, Instagram, or LinkedIn.

Working at Alterna

We are incredibly proud of our corporate culture, embodying our core values: Collaboration, Integrity, and Respect, where everyone works together towards a common goal; the financial wellbeing of our employees, members, and customers. This commitment has earned us several prestigious employer awards, including the National Capital Region's Top Employers award for eight years running.

• We appreciate all applicants; however, preference will be given to candidates who most closely meet the qualifications, key skills, and competencies outlined above.
• Alterna is compliant with the Ontarians with Disabilities Act and our team strives to provide an accessible accommodation experience. If you have a disability and require accommodations during the recruitment process, please contact our Recruitment Team and let us know how we can accommodate you.