Job Description

Purpose of the Job
The Administrative Assistant will support the daily operations of our physical and virtual office environments, ensuring that all workplace and facility related services run efficiently and reliably. This role is part of the Real Estate / Facilities organization and provides direct support to the Regional Facilities Manager, assisting with office space coordination, vendor and service contract support, mail and courier services, workplace health and safety activities, and other services related to facilities and rental operations. The purpose of this position is to gain full familiarity with departmental procedures and service standards, ensuring that workplace support activities are executed effectively and consistently so the business can operate without disruption.
Key Responsibilities
• Support day to day operations of physical and virtual offices, ensuring that workspaces remain functional, orderly, safe, and properly maintained.
• Coordinate workstation assignments, employee moves, basic space setups, and maintain updated records of occupancy and workspace configurations.
• Log, track, and follow up on facility related issues affecting infrastructure, equipment, and common areas, coordinating solutions with vendors and building administration.
• Monitor vendor performance for services such as cleaning, security, maintenance, courier, and general office services, managing work orders and escalating issues when appropriate.
• Oversee local and international courier services, ensuring proper handling, logging, and tracking of incoming and outgoing shipments.
• Support invoice and purchase order processing, reviewing facility related billing to ensure accuracy, proper documentation, and timely submission.
• Assist with workplace health and safety activities, including basic inspections, incident follow ups, signage updates, and general compliance tasks.
• Respond to employee requests related to workspace support, building access, office services, and general workplace needs, ensuring timely and effective resolution.
• Support visitor related services, ensuring that external visitors receive appropriate guidance, coordination, and a positive onsite experience.
• Collaborate with the Regional Facilities Manager on coordination with landlords and building administration concerning maintenance, access, compliance, and service related matters.
• Maintain and update Facilities documentation, including floor plans, service contracts, operational checklists, reports, and vendor records.
• Support general administrative tasks related to Facilities operations, such as organizing documentation, coordinating approvals, and routing forms as required.
Knowledge, Skills + Experience
• 1-2 years of hands-on experience supporting office operations, facilities management, workplace services, or vendor coordination.
• Bachelor’s Degree in related discipline or equivalent work experience.
• English (basic / intermediate).
• Strong technical skills in Microsoft Suite, MS Word, MS Excel, and MS Outlook.
• Excellent attention to detail required.
• Strong in communicating with all levels of the organization.
• Exceptional organizational skills and ability to multitask required.

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