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Role: Facilities Services - General Assistant
Duration: 6 Weeks Contract
Location: Montreal, Canada
OVERVIEW - Facilities Services
The Facilities Services team ensures effective and efficient local support services that are executed with a focus on managing costs, mitigating risk, and supporting the organization's brand.
We are responsible for providing the environment, processes, equipment, and resources that efficiently and effectively help colleagues meet client demands and the overall objectives of the organization. We are also responsible for the ongoing administration and execution of corporate policies and programs in partnership with business and corporate function leadership.
THE ROLE
The Facilities Services Canada - General Assistant, based out of our Montreal Office, will serve as a key general resource for internal and external clients in our Canada offices, providing daily on-site support to our Montreal office and remote support (from Montreal), as needed, to our other Canadian offices.
In providing support to other Facilities Services positions, this role works as a team player to achieve team objectives and meet defined service level targets.
Responsibilities (some of which can only be done on-site) include the following:
document printing and binding, other print, post and purchasing support
pantry and print area stocking and equipment maintenance
providing reception support
ensuring conference/meeting rooms are set up, audio-visual equipment functioning and catering needs for meetings are met
collection and delivery of mail, and office supplies
responding to facilities-related issues (e.g. lighting, HVAC, furniture repairs)
miscellaneous other duties
Working closely with the Facilities Services Manager for Montreal, Facilities Services colleagues across Canada, and complying with Facilities Services Standard Operating Procedures will ensure success in the role.
DETAILED RESPONSIBILITIES
Conference/Meeting Room Support, Setup, and Catering
Track upcoming meeting room bookings
Proactively ensure that excellent housekeeping standards are maintained in conference/meeting rooms
Ensure meeting rooms are set-up as requested
Ensure technology is in working order, troubleshoot audio visual equipment issues, coordinate repairs as needed
Coordinate catering, liaise with host regarding special needs (i.e., food allergies), ensure catering presentation meets requirements, appropriately refrigerate and heat food, display signage for specialty foods, discard perishable leftover food, ensure that the room is cleared ahead of the next meeting booking
Ensure compliance with the Meeting Room, Catering, Conferencing Standard Operating Procedures
Develop and maintain strong relationships with caterers and local vendors; monitor performance and escalate questions/concerns to the Facilities Services Manager
Order and stock levels for kitchen consumables
Reception Support
As there is no colleague working at reception, this position uses a mobile phone to answer calls from the external reception phone and all incoming calls from our main phone line
Maintain a neat and presentable reception area
Greet visiting colleagues and visitors as they arrive
Register/sign-in clients, vendors, visiting colleagues and visitors in accordance with emergency procedures
Direct visitors to the appropriate person, conference room, or guest work space; arrange for an escort as appropriate
Ensure visitors have what they need to work and can locate office amenities
Develop and maintain a relationship with couriers to inform them how to use the external reception phone to reach Facilities Services
Assist with colleague and visitor inquiries
Assign visitor access cards (where needed) and maintain log
Follow documented emergency procedures for handling suspicious/threatening calls and office/medical emergencies
Ensure compliance with the relevant Standard Operating Procedures
Escalate questions/concerns to the Facilities Services Manager
Mail/Print Support
Handle incoming and outgoing mail
Handle incoming and outgoing couriers, ensuring timely collection and delivery; maintain courier supplies (UPS, Purolator and other carriers)
Ensure operation of all mail support equipment and maintenance of Client postage machine
Troubleshoot printer problems
Coordinate maintenance of equipment including printers, binding equipment, and laminator
Oversee stationery supplies and stock levels; place/coordinate orders for stationery/general office supplies; maintain appropriate records
Escalate Uniflow secure print issues following defined protocols
Ensure compliance with Mail, Print, Reprographics Standard Operating Procedures
Escalate questions/concerns to the Facilities Services Manager
Records Logistics
Utilize file management software (e.g., OPUS, Iron Mountain Connect) and support first-level troubleshooting
Facilitate the retrieval of records from offsite storage, as well as their return to storage
Partner with the business and send inactive records to offsite storage (on an annual basis or due to onsite space constraints)
Maintain records management stock (e.g., files, labels, boxes)
Control access to highly sensitive files in compliance with Records Management guidelines
Escalate questions/concerns to the Facilities Services Manager/Corporate Records Management Physical Security Support
Utilize the CCure system to add/delete colleagues with in-office card reader
Liaise with the building access system administrator to add/delete colleagues
Perform routine access control audits
Troubleshoot security access system issues; interface with Regional Safety and Security and local office security system vendor
Escalate questions/concerns to the Facilities Services Manager/Regional Safety and Security Facilities Management Support
Monitor the local Facilities Services mailbox and Service Central queue, responding promptly to inquiries
Assist with basic, first-level IT support, including managing the headset and loaner laptop inventory
Help to maintain the overall cleanliness and order/organization of the office space
Work with the Facilities Services Manager, building management, and outside vendors to arrange for repairs and maintenance of office furnishings, fixtures, equipment and space
Provide HR support including participating in Day 1 orientation for new hires and assisting with on-boarding and off-boarding tasks
Provide Finance support including coding and troubleshooting Accounts Payable queries, general support for payment and vendor queries and reconciling the monthly charges on the Client Corporate Purchasing Card
Assist with quarterly Occupational Health and Safety inspections Other
Ensure compliance with Standard Operating Procedures related to the above responsibilities
Provide back-up support for the Facilities Services team in Calgary and other Canadian markets
Other responsibilities as identified by the Facilities Services Manager which may include work on special projects
Escalate questions/concerns to the Facilities Services Manager in a timely manner REQUIREMENTS
2+ years of experience providing general office support in a professional office environment
Exceptional customer service skills
Strong interpersonal skills and the ability to deal professionally with clients, vendors, and colleagues on the phone, online and in person
Professional demeanor and appearance
Ability to adapt to different people, situations and changing priorities with grace and flexibility as well as demonstrating an appropriate sense of urgency
Reliable and punctual
Strong organizational and time management skills, with demonstrated ability to multi-task and prioritize effectively
A strong focus on detail and accuracy of work
Ability to communicate effectively, both verbally and in writing, in business standard English and French
Proficiency in French, both written and oral
Basic knowledge of Microsoft Office suite (including Outlook and Teams)
Ability to learn company-specific technology tools that are required for the job
Knowledge of AV equipment and other technology used in physical meeting rooms
Heavy lifting may be required (50 lbs.)
Occasional overtime may be required