Facilities Assistant

Responsibilities

• Act as first point of contact in attending to requests related to facility operations and maintenance, space planning and company security; obtain pertinent information to determine nature of request and provide information and/or instructions and/or refer to appropriate contacts and/or areas for further action.  Complete requests for resource supply orders.  Explain related processes, procedures and standards related to space planning, company security and facilities operational and maintenance programs. 
• Provide support in the operation and maintenance of company security system/s and related processes and procedures. Process security requests utilizing a computerized facilities security system; establish, maintain and update facilities access levels and ensure accuracy of information according to approved requests, run reports for the purposes of system monitoring and management review. 
• Provide support in the effective and efficient provisioning of office furniture and equipment moves, additions and changes according to established schedules and plans; contact contractors and others to make arrangements for work, provide pertinent work order instructions and timeline information.  Ensure office furniture and equipment are set up according to establish standards and make arrangements for ergonomic assessments as required.  Maintain the accuracy of office floor plans; record office changes for employees and assets in accordance with company standards and related processes. 
• Ensure the delivery and coordination of acquisition of office systems services (office furniture and equipment, security and records management) in accordance with the Company’s Facilities Requirements, including: 
• meeting with employees and service providers to define office system requirements and determine optimum configuration to meet business needs and facilitate integration with existing systems;
• participating and/or providing office systems information to project teams as required;
• preparing specification and purchase requisitions as required, following up to ensure delivery of goods and services, and ensure the accuracy, integrity and appropriate approval of all billings prior to processing;
• scheduling and coordinating movement of office contents including furniture and equipment;
• obtains cost quotations from selected service providers, and when applicable. advises successful service provider of applicable procedures for completion of work and monitors progress during work;
• support moving day activities. 
• Utilize computerized maintenance managements systems and tools.  Perform data entry, access system and tools to review, print, issue and/or refer work order information.  Contact applicable contractor/s and others to make arrangements for maintenance/repair work to be completed; provide work order instructions and timelines. 
• Receive, review and confirm accuracy of invoices and contract documentation for services and materials; compare charges against work order plans and/or contracts, apply account codes and forward for approval and payment. Participate in the preparation of annual budget and year end forecasts; reviews monthly budget variance reports and gathers information.
• Perform a variety of administrative support work to the manager and others; arrange meetings, set up and maintain filing systems, prepares correspondence, spreadsheets, presentations, compile information, prepare department activity reports, maintain supplies, etc.  
• Perform duties of a minor nature related to the above duties, which do not affect the rating of the job.

Requirements

• Grade 12
• Eighteen (18) months recent, related experience
• Knowledge of Facility Operations and Maintenance and Facility security systems
• Sound working knowledge of word processing and spreadsheet software (MS Office , Word, Excel, Powerpoint)
• Intermediate level keyboarding skills  
• Ability to read space planning layout drawings
• Ability to communicate effectively both verbally and in writing
• Ability to organize and prioritize tasks and work within demanding work schedules
• Customer service skills
• Valid BC Drivers License