Job Description

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We are looking for a detail-oriented Facilities Specialist to join our team on a contract basis in Toronto, Ontario. In this role, you will support the facilities team by managing vendor data, coordinating dispatches to retail locations, and maintaining accurate records. This position is ideal for an organized individual with strong administrative skills and a background in vendor management.
Responsibilities:

• Enter and update vendor information, including details for maintenance-related services, into the internal system.
• Coordinate and dispatch vendors, such as electricians or roofing specialists, to various retail locations as needed.
• Manage communication with vendors to track progress and obtain status updates on assigned tasks.
• Organize and process invoices to ensure accurate record-keeping and timely payments.
• Utilize Laserfiche software to manage and store vendor-related documentation effectively.
• Maintain a high level of accuracy while completing a substantial volume of data entry tasks daily.
• Provide exceptional customer service by addressing inquiries and resolving issues promptly.
• Anticipate potential risks and take proactive steps to address challenges.
• Collaborate with team members to ensure smooth operational processes.
• Maintain confidentiality and professionalism when handling sensitive information.

Requirements:

• Minimum of 3 years of experience in an office administrative role, preferably in a fast-paced environment.
• Proven ability to manage a high volume of data entry tasks with exceptional attention to detail.
• Strong written and verbal communication skills to interact with vendors and team members effectively.
• Demonstrated customer service skills, with a focus on professionalism and problem-solving.
• Proficiency in Microsoft Excel, Word, and email correspondence.
• Experience with vendor management and invoice processing is considered an asset.
• Familiarity with Laserfiche or similar document management systems is an advantage.
• Critical thinking skills to anticipate risks and develop effective solutions.

Skills Required