Facilities/ Project Coordinator

  Vancouver

Our client is looking to add an experienced Facilities? Project Coordinator to their growing team. This role will be for a 3-month project to assist with coordination and logistics. Possible room for growth if the placement goes well.

We are looking for someone to help with an office move and a shift to post COVID operations so someone who is organized has some planning experience and looking for their next challenge

If you are interested in the role and feel you would be a good fit for the position, please review the job details below and follow the instructions to submit your profile.

Advantages
– Competitive pay rates
– Professional and career development opportunities

Responsibilities
Office Management, Resources and Planning (35%)

o Maintains office efficiency by planning and implementing office hoteling systems, layouts, seating assignment & tracking, and Stationary/equipment procurement, recycling programs.
o Maintain a close working relationship with the D&IT department to assess IT equipment needs and deal with issues quickly to return staff and equipment to full operation.
o Maintain the office condition and communicate to Maintenance Team necessary repairs
o Liaise with facility management vendors, including cleaning, catering, furniture, movers, online reservation system, security card access, paper shredding, and security services
o Address employees queries regarding office management issues
o Coordinate office moves-adds-changes and office furniture request on behalf of the business
o Manage security system access set-up, configuration, training, card tracking, reporting and trouble-shooting

Audit, Design and Implementation of Office Policies, Standards and Protocols (15%)

o Designs and implements office policies by establishing standards and protocols.
o Identifying opportunities for process and office management improvements, and design and implement new systems as required
o Measuring results against standards and making necessary adjustments.
o Audit office distribution list for the facility and ensuring Business Leaders are updating as required

Effective delivery, management and administration of annual office budget (15%)

o Achieves financial objectives by preparing an annual budget, scheduling expenditures, analyzing variances, accurate and timely reporting, and initiating corrective actions.
o Manage department budget, keep financial records and report status to supervisory staff.
o Ensure that all items are invoiced and paid on time
o Manage contract and price negotiations with office vendors, service providers and office lease
o Manage and negotiate accounts and relationships with landlord, vendors, utility providers and other service establishments in order to keep accounts up-to-date, and paid on time.

Day to day management of the TEAM NAME Team (15%)

o Responsible for the day-to-day leadership of staff, including Building, leading, developing, and motivating a high-performing team, and reinforces the organization’s core values and expectations through exemplary behaviour, communication, and coaching practices.

Scheduling and Reporting (10%)

o Organize scheduling, setup and support for sensitive and large-scale meetings of in-house departments as well as visiting clients and guests.
o Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
o Creates reports on Office Occupancy levels and usage
o Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and
disposal of office records.

Qualifications
• Bachelor’s degree in business administration, coordination or a related field
• Significant experience creating and managing office space in large complex public organizations with multi-office portfolios.
• Extensive experience in Microsoft Office is required.
• Experience with scheduling and budgeting
• Certifications in project management, bookkeeping, space planning, or event planning would be considered an asset

Summary
Two easy ways to apply:

1. E-mail resume to Joanne: joanne.haberlin@randstad.ca
2. Apply online: http://www.randstad.ca

Randstad Canada is committed to building a diverse workforce reflective of the diversity of Canada. As a result, we promote employment equity and encourage candidates, especially those who identify as a woman, an Aboriginal person, a person with a disability or a member of a visible minority group, and any others who may contribute to the diversification of our workforce, to apply.

Randstad Canada is also committed to developing inclusive, barrier-free selection processes and work environments. If contacted in relation to a job opportunity, you should advise your Randstad Representative or your local Randstad branch in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.

For all feedback on equity and accommodation needs, please contact your local Randstad Canada Branch.
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