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    facilities support representative - Toronto, Canada - City of Toronto

    City of Toronto
    City of Toronto Toronto, Canada

    3 weeks ago

    Default job background
    2 Full time Permanent and 3 Full time Temporary (12 Months) Vacancies
    Description

    Responsibilities

    :
  • Facilitates the resolution of client service and vendor requests from initiation to completion.
  • Answers inquiries and provides client and vendor support through all Facilities Management communications platforms (including telephone, email, web portals, and in-person).
  • Triages service options, identifies and actions appropriate service resolution paths for clients (for example, leaks, power outages, climate control, or pests).
  • Facilitates communication with clients, vendors, and City staff.
  • Monitors service requests and invoice payments to ensure compliance with Facilities Management service standards.
  • Monitors and tracks work orders and escalates them as necessary with the vendor or city staff.
  • Refers escalated issues to the Supervisor or Manager.
  • Enters, retrieves, and interprets data in work management system databases.
  • Reviews invoices to determine compliance with contracts and Corporate policies and practices and initiates follow-up actions, including vendor payment training and tracking
  • Prepares, issues, and tracks Divisional Purchase Orders and Contract Release Orders with authorization from the applicable approver.
  • Conducts surveys, informal interviews, and other forms of research with clients, vendors, and other stakeholders.
  • Prepares and composes documents, statistical summaries, and reports for a variety of audiences.
  • Performs data entry and monitors payroll transactions on the payroll system and ensures that they are accurately reflected on the Division's complement management system.
  • Monitors, runs and verifies reconciliation reports.
  • Uses a variety of specialized software packages to carry out responsibilities.
  • Performs general administrative and clerical work as required.
  • Prepares and records documentation related to personnel (leave of absence etc.

    • Key Qualifications:

  • Considerable experience responding to and resolving client and vendor requests in a fast multi tasking environment and withing comparable industry or field.
  • Considerable experience collecting, recording, analyzing, and reporting data utilizing database systems (e.g. Computerized Maintenance Management Systems) and MS Office Suite (e.g. Excel, Word, Outlook).
  • Considerable experience in office administration and financial processes (e.g. vendor management, invoicing, procurement).

    • You must also have:

  • Excellent time management and organizational skills, including the ability to multi-task, set priorities, and meet deadlines under time constraints.
  • Ability to write and format reports, documents, and correspondence for a range of audiences and conduct comprehensive reviews of documents and data with an emphasis on accuracy and attention to detail.
  • Knowledge and ability to apply accounting, payroll, and purchasing policies and procedures
  • The ability to apply specialized knowledge in multiple functional areas to carry out duties.
  • Excellent customer service, problem solving, and conflict management skills, with the ability to work cooperatively with a team and independently.
  • Excellent communication skills, with the ability to deal effectively with all levels of staff, clients, tenants, City Council, and the public.
  • Able to handle confidential and sensitive information with discretion and tact.
  • Ability to work 11am to 7pm, Monday to Friday is required for the temporary vacancies.
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