Job Description

ESSENTIAL DUTIES:

Facilities & Vendor Coordination


Support the implementation and maintenance of Facilities Management processes, aligned with global standards. Liaise with vendors and contractors for routine maintenance, repairs, and services. Log and track all operational and maintenance activities via CMMS system. Support the Local FM with data collection for dashboards and reporting, such as environmental and statutory.
Operational & Administrative


Perform inspections of properties to ensure workplace is in compliance, maintenance is being performed, level of cleaning is at highest standards. Assist in budget development. Review and assist with invoice review and coding to appropriate budget category. Assist Project team with employee moves as applicable. Maintain data base of occupancy, ensuring floor plans and seating are current. Assist in development of monthly financial and operating reporting.
Health, Safety & Compliance


Act as support for Health & Safety activities (following training), supporting EHS activities, communications, and policy enforcement. Conduct or participate in periodic safety inspections and risk assessments. Identify safety issues, notify supervisors, and follow up on corrective actions. Maintain documentation related to visitor safety, vendor compliance (e.g., IMSS/SUA documentation), and incident reporting. Coordinate with the Occupational Health and Safety Committee and participate in investigations and preventative actions.
Front-of-House & Office Operations (May be asked to assist as a back-up to Receptionist)

Welcome and register visitors, manage access credentials, and ensure visitors are informed of security protocols. Handle incoming calls, direct queries, and maintain records of daily office visits and access logs. Manage the reception area, coordinate mail/courier deliveries, and ensure collection schedules align with internal policies. Serve as the primary point of contact for all office-related needs and coordinate with internal departments (e.g., HR, IT, Security).
Additional Responsibilities


Monitor and support Covid-19 related protocols, including temperature checks and incident handling (as applicable) . Own and manage internal communications channels (e.g., Slack) for facilities updates and alerts. Continuously identify opportunities to enhance workplace safety, comfort, and operational efficiency.

SKILLS, EDUCATION AND EXPERIENCE:

Outstanding Customer Focus Flexible and energized On-site presence during working hours Good communications skills both oral and written Command of English and French are a plus IT Literate (MS Suite including Teams, Excel, Word) Prior Occupational Health & Safety Training is a plus

WORK SETTING:

Competitive Salary Discretionary bonus Modern working environment Supportive and customer focused environment Team building activities * Safety culture