ABOUT THIS CAREER OPPORTUNITY

Black & McDonald’s Facilities Management & Operations team is growing! If you are committed and collaborative professional looking to contribute to a hard-working, innovative team, this opportunity is for you.

The Administrative Assistant is located in Downtown Toronto and typically reports directly to the Facility Manager. Duties and responsibilities include but are not limited to:

Enter timesheets, process expenses, and maintain document controlsImplement inventory procedures and manage ordering, returns, and stock levelsCoordinate vendor relations and process invoices and purchase ordersAssist in proposal preparation and support change order documentationManage and maintain customer inventory control systems (e.g., WASP)Monitor inventory losses and support loss-prevention initiativesMaintain office supplies, equipment servicing, and administrative systemsPrepare reports and support compliance with health, safety, and regulatory standardsSchedule facility usage, vendor services, and internal coordinationMonitor work order compliance through the CMMS systemTrack subcontractor purchase orders and liaise with legal for approvalsMaintain and update electronic and manual databases, mailing lists, and inventoriesSupport audits and inspections by organizing required documentationCoordinate internal communications and respond to facility-related inquiriesPerform other administrative duties as required to support operations

COMPETENCY REQUIREMENTS

Communicates Effectively Customer FocusHolds Self and Others AccountableTeamwork and CollaborationValues and Respects Others

EDUCATION REQUIREMENTS

High School DiplomaDegree or Diploma in Office Administration or related would be considered an asset

WORK EXPERIENCE REQUIREMENTS

5 years in an office environment in an administrative role1-2 years of experience in inventory control or equivalentExperience in the construction sector is considered an asset

SKILLS, ABILITIES, AND OTHER REQUIREMENTS

Proficient knowledge and understanding of:Organization and time managementWork well under pressureMeet all deadlinesAbility to multitaskProficient user of:MS Office (Word, Excel, Project)JD Edwards or an Oracle-based ERP system considered an assetKnowledge of an Inventory Management Software is an Asset (WASP, Fishbowl, or inflow, etc.)Valid Ontario “G” Driver’s License is required

Black & McDonald welcomes and encourages applications from persons with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the recruitment and selection process.