Coordinator, Facilities, Administration

Coordinator, Facilities, Administration

Job Information
Author alnationtalk
Date August 22, 2022
Deadline Open
Type Full Time
Company Canadian Red Cross
Salary $45,534 - $56,918 - Per Hour
Location Ottawa, ON
Category Coordinator
Client Canadian Red Cross
Contact Information
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Title: Coordinator, Facilities, Administration
Location: Ottawa, ON
Employment status: Permanent, full-time
Salary band: $45,534 – $56,918 / year

The Canadian Red Cross (CRC), an iconic brand and one of the most inspirational not-for-profit organizations on this planet, is seeking a Coordinator, Facilities, Administration to join our team.

You have a passion for helping others, and want to work with other dedicated individuals? By applying, you are taking a big first step to be part of an exciting organization.

At the Canadian Red Cross, we are guided by our fundamental principles of humanity, impartiality, neutrality, independence, voluntary service, unity, and universality. We help people and communities in Canada and around the world in times of need and support them in strengthening their resilience.

Starting with the hiring process, we are committed to having an accessible, diverse, inclusive, and barrier-free work environment where everyone can reach their full potential. We encourage all qualified persons to apply, particularly Indigenous Peoples, persons with disabilities, racialized people, and people with diverse gender identities and sexual orientations, and others who share our values and contribute to fostering an inclusive and diverse workplace.

Working with the Manager, facilities in Ottawa, the incumbent will be responsible for supporting the daily operations pertaining to all administration aspects of facilities and repairs in Canada.

This position is best suited for someone with the skills and experience to handle a broad range of administrative related tasks and activities. This position provides daily administrative support to two Managers, Facilities and two Facility Coordinators in the day-to-day operation of CRC facilities.

In this role, you will: 

  • Work closely with the Facilities Managers to support all facilities activities in Canada.
  • Serve as a first line contact for the facilities department for all internal and external customers/contractors.
  • Be responsible for dispatching facility tickets/maintenance requests through the Service Now software platform.
  • Serve as the lead in procurement administration and be responsible for requesting the addition of new vendors, submitting purchase requisitions, and ensuring vendor insurance and workers compensation paperwork is up to date.
  • Serve as the lead in utility administration with the utility services administration service provider and CRC accounts payable.
  • Serve as the lead in coordinating Facilities functions with CRC National Payment Centre and specifically the accounts payable function to ensure prompt payments and resolving any payment issues. Responsible for applying financial coding to all facilities invoices, matching invoices to purchase orders, and obtaining the appropriate approval.
  • Ensure work performed by contractors and service providers is completed in accordance with required standards and scopes of work.
  • Liaise with contractors and location facility leads/contacts/purchase agents to follow through on approved work.
  • Provide occasional reception relief support at the Ottawa office
  • Provide administrative support to the Manager, Facilities in Ottawa and the Director, Real Estate

What we are looking for: 

  • The minimum qualifications for this job include completion of a one (1) year post-secondary certification in a related field and at least three years of job-related work experience, or an equivalent combination of education and experience.
  • In-depth knowledge of service administration, procurement, and customer service.
  • Knowledge of contracting and procurement of facility related services.
  • Strong written and verbal communications skills in English.
  • Exceptional organizational, time management, and prioritization skills.
  • Proficiency in MS Office Suite (Excel, Outlook, Word).
  • Strong analytical, problem-solving, and decision-making skills.
  • Valid First Aid Certificate or willingness to take training.
  • Experience in working with a diverse population and an understanding of cultural issues is an asset.
  • Proficiency in SmartSheets is an asset.
  • Knowledge of the Service Now platform is an asset.
  • Knowledge of the CRC + platform is an asset.
  • Written and verbal communications skills in French is an asset.

Working conditions:  

  • Eligibility to work in Canada: At this time, we welcome applications from candidates eligible to work in Canada. If you are not a citizen or permanent resident of Canada, we encourage you to carefully review your visa to find out whether you are eligible to work in the job you are considering applying for. Refer to our FAQ for more information.
  • Full vaccination against COVID-19 is mandatory for this position and operation (the CRC will however adhere to its duty to accommodate those who are unable to be fully vaccinated for a reason related to a human right protected ground)

If you require accommodation measures during any phase of the hiring process, please notify us as soon as possible. All information received in relation to accommodation requests will be kept confidential.

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