Administrative Assistant - Facilities Coordinator

Responsibilities

• Enter timesheets, process expenses, and maintain document controls
• Implement inventory procedures and manage ordering, returns, and stock levels
• Coordinate vendor relations and process invoices and purchase orders
• Assist in proposal preparation and support change order documentation
• Manage and maintain customer inventory control systems
• Monitor inventory losses and support loss-prevention initiatives
• Maintain office supplies, equipment servicing, and administrative systems
• Prepare reports and support compliance with health, safety, and regulatory standards
• Schedule facility usage, vendor services, and internal coordination
• Monitor work order compliance through the CMMS system
• Track subcontractor purchase orders and liaise with legal for approvals
• Maintain and update electronic and manual databases, mailing lists, and inventories
• Support audits and inspections by organizing required documentation
• Coordinate internal communications and respond to facility-related inquiries

Requirements

• High School Diploma
• 5 years in an office environment in an administrative role
• 1-2 years of experience in inventory control or equivalent
• Proficient in MS Office (Word, Excel, Project)
• Valid Ontario "G" Driver’s License

Preferred Qualifications

• Degree or Diploma in Office Administration or related
• Experience in the construction sector
• Experience with JD Edwards or an Oracle-based ERP system
• Knowledge of Inventory Management Software (WASP, Fishbowl, or inflow)

About the Company

Black & McDonald’s Facilities Management & Operations team is a growing, hard-working, and innovative group dedicated to excellence in service.