Job Description

Workplace Coordinator
Commercial Real Estate Consulting
Ottawa, Ontario
Contract-Hire, Full-Time
Our client, a large global consulting firm with specializations in engineering, architecture and real estate, are seeking a Workplace Coordinator for their Ottawa office. This role will start as a contract position with the intent to roll into permanent employment. The successful candidate will be reliable, organized, with superior communication skills and technical skills to be both client-facing and internal-facing. You will be remotely reporting into the Workplace Operations Manager. Working hours are M-F 8:30am-5pm 100% in-office.
You will be providing a comprehensive Workplace Facilities Management service including providing high quality customer service and technical support provision to all the users of the Ottawa office. Understanding and using relevant Facilities Management procedures and processes to ensure consistency and compliance. Maintain office operations by receiving and distributing communications; maintain supplies and equipment; assist the office staff with Workplace projects, systems, and procedures. Support Workplace Operations (Ops) Regional Manager in the management of the office and provision of the facilities management agreed services for the office.
Key Responsibilities:

• Work as a team to provide the agreed facilities management service, including the provision of a reception service.
• Answer phone calls and greet clients/guests in a professional and positive manner. Forward information by receiving and distributing communications; collecting and mailing correspondence; disseminating messages to appropriate staff.
• Respond to customer queries in person, by email and phone to provide an effective customer service.
• Supports and enhances the office by taking ownership of Workplace Ops/office procedures/ functions; proactively explores opportunities to add value to the office and staff. Maintains Workplace Ops procedures in compliance with corporate processes/ policies.
• Resolve day to day office operational issues and escalate appropriately where necessary.
• Understand and use Facilities Management procedures and processes to carry out and record relevant tasks and activities.
• Develop an understanding of Facilities management, health and safety, and environmental management responsibilities and contribute to their compliance.
• Manages office overhead budget, explains variances. Works with Indirect Project Manager, Regional Workplace Ops Manager, and Program Manager to review office budget as needed.
• Maintains office and breakroom supplies by checking stock to determine inventory levels; anticipating requirements; placing and expediting orders; verifying receipt; stocking items.
• Maintains Workplace equipment by coordinating preventive maintenance; troubleshooting failures; calling for repairs; monitoring equipment operation.
• Maintain and troubleshoot AV equipment; ensure proper functionality and operation for meetings, events, and presentations.
• Liaison to Property Management/Property Maintenance. Coordinate building/suite access badges for staff. Communicate office suite issues with Corporate Real Estate when needed.
• Use Facilities Management tools including a helpdesk, document management, and booking systems to accurately record information and escalate any issues.
• Order regionally for line manager-requested new hire computer peripherals. For local new hires, review authorization documents and complete/submit employer section of verifications.
• Provide virtual Workplace Ops support to other offices within region.
• Coordinates catering, set up/tear down of internal/client meetings and events as needed.
• Maintain schedule and coordination of conference room meeting spaces.
• Responsible for maintaining onsite and offsite file maintenance and archiving (Iron Mountain).
• Be onsite for and assist with office moves. To include but not limited to assisting with coordinating of vendors, relocation of files, assisting in decommissioning of existing space and organizing of new space.

Qualifications:

• Minimum years of experience: 2-4 years
• Previous experience in a facilities management, administrative or customer service role. (Preferred)
• Special considerations, specific technical experience, skills, etc. including: Proficiency in Microsoft Office; excellent communication skills.
• Potential travel required for this position.
• This position does not manage others.
• Notary certification preferred but not mandatory
• Positive attitude and high level of attention to detail

Compensation:
The successful candidate will receive an hourly rate of $23/hr with full-time hours and the opportunity to expand on your career with a large, reputable firm with a focus on workplace operations and facility management. If rolled on to permanent employment after completion of the contract, you will be eligible to participate in the company benefit plan.
Similar Job Titles:
Facilities Coordinator
Office Administrator
Office Coordinator
Client Services Coordinator
Only applicants with the legal authority to work in Canada will be considered. Due to the high volume of applicants, only those shortlisted will be contacted.

Skills Required