Office Administrator

This position is responsible for a variety of facilities related tasks. These tasks include but are not limited to receiving incoming mail and courier items, processing outgoing mail, stocking coffee stations, copy/print stations, managing facilities supply levels, invoice verification and processing, security card access control, facilities orientation for all new employees, furniture reconfiguration, space management tasks (e.g. meeting room booking, etc.), responding to service-related requests, monitoring the facilities email accounts, and other business services related tasks.

The Facilities Associate participates in cross-site training to support operations at multiple locations as required (currently the Toronto and Waterloo locations).

Process Incoming and Outgoing Mail, Couriers, and Office Deliveries

• Open and close Facilities Centre
• Receive, open, sort and distribute all mail ensuring prompt notification to staff of courier packages and payments received.
• Monitor and prepare outgoing packages and tracking missing packages as requested by staff.
• Act as point of contact for UPS and local couriers.
• Play an active role in weighing and packaging parcels and packages for send out.
• Accurately feed mail through postage machine in preparation for send out.
• Take mail directly to Canada Post drop off as required
• Flag and troubleshoot any equipment issues to ensure mail machine is in working order.

Act As Contact for Service Requests

• Notify and report any facility and property related concerns to the Facilities leadership
• Identify operational and maintenance issues arising and report to Facilities Leadership or established vendor regarding any areas of concern e.g. janitorial deficiencies, premise leaks, or any furniture requiring repairs, etc. Process and confirm all service requests
• Supervise building staff or vendors while performing work within MCAP space.
• Ensure appropriate work permits and access are in place; seeking clarification from Facilities leadership as required.
• Ensure high quality customer service with all stakeholders internally and externally; tracking and following up on any outstanding issues as required.

Inventory Control

• Maintain the key-library and ensure all on-site Facilities assets are functioning as designed. Flag and report any deficiencies for follow-up.
• Monitor and stock all supplies, serveries, copy/print stations and stationery. Place orders as necessary, flagging larger orders to Facilities leadership for review.

Reception & Administrative Support

• Answer all incoming calls in a timely fashion and direct all calls to the appropriate destination.
• Greet all visitors and notify staff of the visitor’s arrival. Ensure that all visitors sign-in.
• Monitor and maintain Facilities group email inbox and prioritize any urgent messages accordingly, escalating to Facilities Leadership as required.
• Assist with scheduling of meeting rooms and catering requests’ support. Issue, collect and troubleshoot access card issues in accordance with MCAP and property management requirements.
• Verify invoices, code and send for approval.
• Conduct in-office visual audit of on-site employees to ensure corresponding with workstation booking system.
• Conduct routine space walk-throughs to provide customer support, ensure Facilities assets are in working order and to ensure health and safety issues are promptly identified and actioned.
• Provide back-up for reception breaks, lunches, and perform reception closing routines on a rotating schedule.

Cleaning

• Ensure used meeting rooms, workspaces, and serveries have been cleaned and are ready for use.
• Report any areas that require maintenance (carpet stains, leaking taps, full garbage bin, etc.)
• Ensure sanitation products are stocked and that Personal Protective Equipment is accessible as required. Other tasks related to the position as assigned.

What You Bring To The Team

• Demonstrated customer service
• Proficient using Microsoft Office; particularly MS Word/Excel/ Outlook
• Past record keeping/stock inventory experience would be an asset
• Previous experience dealing with vendors and suppliers
• Reception experience a definite asset
• Good written and verbal communication skills
• Excellent organizational and time-management skills
• Adaptable to changes in tasks and procedures
• Ability to multi-task in a fast-paced environment
• Strong analytical and problem solving skills
• Strong interpersonal skills with the ability to develop and foster relationships.
• Strong customer service skills with a proven ability to prioritize
• Self-driven, motivated with the ability to work independently and as part of team
• Carries out duties with integrity and takes responsibility for actions
• High School Diploma

If this sounds like you and you are looking to be a part of one of Canada’s largest independent mortgage finance companies, then we want to hear from you!