Administrative Assistant - Oshawa, Canada - CMHA Durham

CMHA Durham

Verified Company

Oshawa, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

OVERVIEW
This position provides administrative support to the Facilities within the Canadian Mental Health Association Durham (CMHA Durham).

RESPONSIBILITIES

Provides administrative and reception support to the Facilities department acting as main point of contact
Meeting Agenda and Minutes.
Formulates work orders to internal janitorial/maintenance worker and external contractors as directed.
Maintains and develops filing systems within the Facilities department.
Assists with coordination and scheduling of housekeeping and janitorial requests.
Assists the Facilities Lead in coordination and logistics of building projects, renovations, office moves etc.
Provides data entry duties including information tracking, invoice entry etc. as directed.
Conducts audits and coordinates the office and departmental inventory orders as required.
Conducts review and updates of contact lists and other relevant documents
Performs duties within the CMHA Durham security system including:
Programming and set up of new hires
keys, fobs, access cards.
Security programming, ensuring up to date, programming responsibilities.
Security Camera surveillance recording, review
Building Closure signage and programming of main doors
Key management system for Facilities & Property Management area are up to date and current.
Assists with coordination of fire safety; annual drills, evacuation diagrams, updating plan, training etc.
Edits and formats all documents in the Facilities Department.
Building signage creation and posting
Provides back up support for staff within the department.
Other duties as assigned by management.

SKILLS

Postsecondary education in office administration and a minimum of two years of experience in reception/customer service
Excellent interpersonal skills with the ability to interact with staff, external partners, contractors in a confident, courteous and professional manner.
Strong written communication skills and the ability to communicate effectively, tactfully and professionally.
Ability to be flexible and adaptable to changing needs and demands.
Ability to multitask, be organized and work with a number of projects
Knowledge and experience in building/property management processes and security systems would be an asset.
Excellent knowledge of MS Office (Word, Excel, Access, PowerPoint and Outlook) and database management

EFFORT

Sits at desk, stands and walks daily to perform the duties of the job
Concentration, attentiveness and creativity required daily to answer inquiries, format documents, prepare documents, listen to staff and colleagues, etc.

WORKING CONDITIONS