Facilities/Office Coordinator Job

We are looking for a proactive, detail oriented and engaged individual to join our office team. The successful candidate will demonstrate initiative, a ‘can-do’ approach along with strong communication and organization skills.  This is a great opportunity to develop your expertise in facilities management and administration within a collaborative office environment.

Please send your resume to hr@dsai.ca. We thank all applicants who have applied however only those selected for an interview will be contacted.

Diamond Schmitt Architects encourages and welcomes applications from people with disabilities. Accommodations are available upon request for candidates in all aspects of the selection process.

Key Responsibilities

• Coordination of day to day upkeep of the office facilities and management of the tenant suite faciltities
• Collaboration with the building manager on a weekly basis and during quarterly/annual inspections (fire, electrical etc.)
• Maintaining up to date records, schedules and contact information of trades approved to work in the building
• Providing access to and supervising the work of contractors in the building
• Working closely with the office admin team and assisting with daily upkeep of the office
• Greeting visitors and providing reception relief when necessary
• Keeping kitchens and print rooms organized and clean on all floors
• Ensuring all kitchens are fully stocked with coffee, coffee accessories and condiments, as well as dining-ware (Plates, bowls, glasses, cutlery) as well as keeping an updated telephone list and seating plan posted (in each kitchen)
• Delivering courier packages,  inter-office correspondence, incoming faxes and mail in a timely manner
• Setting-up for meetings and keeping conference rooms clean and tidy, cleaning tables and screens as needed, keeping telephone lists updated in all conference rooms
• Keeping inventory and maintaining the supply of paper in fax machines photocopiers and printers
• Assisting with moving desks, chairs, filing cabinets, and boxes as well as the installation and removal of keyboard trays and small furniture modifications
• Various errands (delivery of proposals, picking up catering orders, hardware store purchases, etc.)
• Making service calls as needed for printers, coffee machines, photocopiers and scanners
• Managing and ordering office equipment (task lighting, keyboard trays, filing cabinets, ergonomic items, tubes for architectural drawings etc.)
• Coordinating housekeeping and cleaning resources
• Ensuring equipment warranties are organized and accessible
• Other duties as assigned

Qualifications

• Excellent interpersonal and communication skills both in person and over the telephone
• Previous experience as a facilities coordinator or office assistant
• Proficiency with MS Office applications (Word, Excel, Outlook)
• Strong organizational skills
• Ability to work in a team environment, prioritize and multi-task