• We are seeking a detail-oriented and proactive Facility Management Administrator to join our team. • The ideal candidate will be responsible for overseeing contract and compliance tracking, managing vendor and service agreements, and supporting budget management processes. • This role requires a combination of administrative skills, attention to detail, and the ability to effectively interact with both internal and external stakeholders. • You will report directly to our Sr Facilities Maintenance Supervisor.
Key Responsibilities: • Monitor and manage compliance with contracts and service agreements. • Maintain a comprehensive database of all contracts, ensuring timely renewals and compliance audits. • Perform accurate and timely data entry into relevant databases and tracking systems. • Generate and maintain reports on contract status, compliance metrics, and vendor performance. • Coordinate initiation, execution, and termination of vendor contracts and service agreements. • Ensure proper documentation and adherence to agreements throughout the contract lifecycle. • Assist in budget creation, monitoring, and reconciliation. • SAP Billing - advanced processing and reconciliation. • PO processing and reconciliation. • Track expenditures and variances to ensure budget compliance and efficiency. • Monthly billing. • Oversee the collection and confirmation of subcontractor documentation. • Coordinate the distribution and filing of necessary compliance documents. • Prepare and maintain all documentation needed for internal and external audits. • Ensure that files are organized, up-to-date, and readily accessible for audit processes. • Manage the printing of identification badges and control access for staff and visitors. • Monitor access control systems to ensure security protocols are followed. • Administer parking for staff and visitors, including WH Medical Building parking management. • Address and respond to walk-in requests for assistance regarding parking and access.
Qualifications: • High School diploma • 5 years of facility and administrative support • Proven experience in contract management and compliance tracking. • Strong data entry skills with a high level of accuracy. • Previous experience in the health care sector • Immunizations (including COVID-19 vaccination) as required by the client and in accordance with Public Health Act • SAP experience at an advanced level • Proficiency in MS Office Suite (Excel, Word, PowerPoint) and experience with document management systems. • Exceptional organizational and time management skills. • Excellent interpersonal communication skills, with the ability to assist and collaborate effectively with diverse stakeholders. • Understanding of budget management practices and financial reconciliation. • Familiarity with audit processes and document control methodologies. • Experience in a customer-facing role, particularly in administration and support services. • Knowledge of facilities management best practices. • A proactive and solutions-oriented approach to problem-solving. • Strong communication and interpersonal skills to work effectively across teams. |