Visitor & Facilities Steward (Casual - 12 month term) - Sherwood Park, Canada - Alberta Innovates

Description

Visitor and Facilities Steward

Alberta Innovates is seeking a customer service orientated individual to greet visitors at our facility, coordinate building maintenance activities, field inquiries, act as the primary contact for the safety committee, and provide general administrative assistance.

Are you our Visitor and Facilities Steward? You would be a good fit for this position if you:

• Enjoy meeting new people and approach work from a customer service focused perspective
• Present yourself in a friendly and professional manner
• Enjoy having a diverse scope of work to complete

We are game changers

Alberta Innovates is a provincially funded corporation with a mandate to deliver 21st-century solutions for the most compelling challenges facing Albertans. We do this by building on our province's research and technology development strengths in the core sectors of health, environment, energy, food and fibre, and platforms such as artificial intelligence, nanotechnology and omics. We are working with our partners to diversify Alberta's economy, improve our environmental performance and enhance the well-being of Albertans through research and innovation.

Our subsidiary, InnoTech Alberta, offers a diversified range of scientific engineering and technological research and testing capabilities, and the facilities to support technology scale-up. Our multidisciplinary team has the depth of experience to work across all sectors, from energy to health to food and fibre. InnoTech Alberta offers you access to research talent, technical expertise, and unique facilities that can help accelerate technology development that serves both the private and public sector.

Intrigued? Here's some more information about the position:

The successful incumbent will be for, but not limited to:

Front Desk Operations

• Greet visitors, contractors and caterers; determine nature of business and direct them to the appropriate contacts or services.
• Operate telephone system or switchboard to answer, screen and forward telephone calls, take messages and provide information as required.
• Screen cold calls for Senior Executives.
• Provide general information in person and by phone.
• Monitor visitor access on touchless electronic visitor sign in system and maintain security awareness; ensure relative screening questions and Confidentiality Agreement are monitored, and visitor badges are visible. Contact appropriate individuals to escort visitors.
• Act as recipient of emergency calls and/or first level of emergency response by alerting Emergency Response Team and calling ambulances.
• Maintain front desk information binders and training materials.
• May provide administrative support services (e.g., document drafting, proofreading) as needed.
• Receive couriers, record arrivals of packages into receiving log and ensure appropriate carriers are notified of pick-ups.

HSE & Administrative Support

• Provide administrative support to a manager or team (including faxing, photocopying and disseminating information).
• Open and distribute incoming regular and electronic mail and other materials.
• Coordinate outgoing mail and deliveries.
• Order and maintain inventory of office supplies and equipment.
• Book meeting rooms for staff and partners.
• First point of contact for Health, Safety and Environment (HSE) within Alberta Innovates. Attend monthly safety meetings, conduct site inspections quarterly, ensuring discrepancies are brought to HSE or Facilities Services. Complete monthly inspection of AED and First Aid kits, which including reordering and restocking expired products.
• Assist in organizing site specific First Aid training which includes directing staff to course nomination forms, working with Nurses office and First Aid providers to set up courses and e-mailing staff to advise them course is available.
• Post updated list of staff with First Aid training on bulletin boards.
• Facilitate First Aid certificates going to Facilities Services Administrator to upload in Compass.
• Act as Area Warden Representatives by taking walkies, cell phones, back packs to Muster Points and checking in with next in Command for orders.
• Participate by providing coverage on Warden calendars for Alberta Innovates.
• Ensure AI staff complete appropriate Occurrence Reports from HSE Portal and follow-up to ensure action is taken.
• First point of contact for staff and partners with respect to Facilities Services.

Base Building Support

• Support the Team Lead of Facilities Services at each site with base building requirements (e.g., signs, moves, field questions, parking issues) provide full picture to Team Lead to assess and then action accordingly.
• Assist with the "Connect with Alberta Innovates" portal; determine if incoming documents are complete and forward as appropriate. Communicate with company to verify and assist in filling out document with incomplete information.
• Update information on Axiom system, create access cards and collect access cards when staff terminate; ensure stats are programmed into system.
• Manage and sign-out corporate vehicles to employees, ensuring sign in is accurate and vehicles are properly equipped.
• Attend quarterly meetings, filtering information to appropriate departments, report on deficiencies and projects.
• Issue and keep track of staff parking and monthly staff counts for bill-backs (external partners).
• Submit work orders in WORTS/ClikFIx and follow-up to ensure deficiencies have been rectified. This includes, but is not limited to, minor building issues, lighting, kitchens, bathrooms, basic janitorial concerns, snow removal, sanding, ice concerns and keys for the offices.

Documents & Databases

• Compose e-mails, prepare, edit and proofread correspondence, invoices and related materials.
• Enter information into spreadsheets, databases or other templates; verify accuracy and completeness of data. May import and/or export data between different software.
• May create and/or compile routine reports from readily available information.
• Order organization business cards; ensure information, format, and corporate identity is accurate.
• Verify cost codes on invoices and forward to Finance for payment.

Records Administration

• Sort and file documents according to established filing systems, locate and retrieve documents from files as requested and maintain records of filed and removed materials.
• Create, update and close business unit/department files.
• Ensure all records, paper and electronic files are entered correctly in the Records Management System and/or included on paper files where necessary.
• Close inactive files, box records and send to Corporate Records for appropriate storage or disposal.

Qualifications;

• 1 – 2 year technical school diploma
• Minimum 1 year related experience
• Knowledge/understanding of appropriate safety policies, procedures and legislation
• Ability to communicate effectively
• Attention to detail
• Ability to take initiative and execute assigned tasks in a timely manner
• Planning and priority management skills
• Strong verbal, written, listening and interpersonal skills
• Ability to work in a team environment as well as independently
• Proficient in MS Office

Why Alberta Innovates?

We offer our employees opportunities to work on projects that will expand their skill sets while witnessing the visible impacts of their efforts. We value the development of our employees and create opportunities for working in capacities that allow new skills to be learned. We know that the wellness of our team is the most important part of our business so we offer a strong benefits package and generous vacation and paid time off programs to promote work-life balance which includes flexible work and wellness programs.

At Alberta Innovates, we respect diversity and embrace an inclusive culture. We value uniqueness and different perspectives as they play a critical role in our success. To achieve this, individuals are selected based on qualifications, merit, and abilities and we encourage applications from all backgrounds to apply.

The final candidate will be required to undergo a security clearance. All interviewees must be able to meet the requirement specified in the Physical Demand Analysis. This document will be supplied during the interview process to the successful candidate. This competition will remain open until a successful candidate is found.

Alberta Innovates has implemented a Vaccination policy in response to the COVID-19 pandemic. Alberta Innovates employees are required to disclose proof of full vaccination or participate in a rapid antigen testing program. New hires will be required to disclose their vaccination status as a condition of employment to help support client and team member safety. We thank all candidates in advance for their understanding of this policy.

ALBERTA INNOVATES IS COMMITTED TO THE PRINCIPLE OF EQUITY IN EMPLOYMENT AND ENCOURAGES APPLICATIONS FROM ALL QUALIFIED INDIVIDUALS. WE WISH TO THANK ALL APPLICANTS FOR THEIR INTEREST. HOWEVER, ONLY THOSE INVITED FOR AN INTERVIEW WILL BE CONTACTED.

Employment Status: Regular

Hours bi-weekly: 36.25

Classification: CB

Pay Grade: 04

Salary: $44,016 - $55,800