IAM Maintenance and Purchasing Coordinator

Catholic Social Services - Edmonton, AB (30+ days ago)

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20-206 IAM Maintenance and Purchasing Coordinator

Are you looking for an inviting and exciting career opportunity? Do you want to positively contribute to an organization that serves the community? If the answer is “Yes!”, this is the job for you!

Catholic Social Services is currently recruiting for one, contract, full time (40 hours per Week), IAM (Infrastructure and Asset Management) Coordinator to join our head office in Edmonton, AB. This contract will be for one year.

You will be joining an established Agency that is guided by faith to care for and bring hope to people in need with humility, compassion and respect. With more than 50 years of service delivery, Catholic Social Services is one of the largest multi-function social services agencies in Canada, with more than 1600 staff, and hundreds of volunteers delivering 130+ programs throughout Edmonton and Central Alberta.

Job Summary:
The Infrastructure and Asset Management Coordinator is primarily responsible for providing direct administrative and office management support to IAM Manager and Data Analysis and all other members of the department. This position assists IAM staff with various project analysis techniques and in maintaining the entire life-cycle of the Agency’s project portfolio.

The Infrastructure and Asset Management Coordinator acts as the first point of contact for all incoming questions, concerns or inquires for IAM. This position is also responsible for maintaining due diligence contractor and project documentation.

About the Role:
Primary job duties include but are not limited to:
Be the first point of contact for any questions, concerns or suggestions for IAM department
Receive and screen all inbound telephone calls, e-mails, and visitors to the Infrastructure and Asset Management office; refer and/or redirect calls, e-mails, or visitors as applicable
Coordinate property management and maintenance activities
Be the first point of contact for services, contractors and stakeholders professionally fielding inquiries
Complete work orders (office moves, etc.)
Liaise with staff, suppliers and/or vendors regarding maintenance, purchase and general property management issues
Make arrangements with contractors for regular maintenance work (lawn maintenance, carpet cleaning, furnace cleaning, etc.)
Provide the guidelines document for contractors in order to maintain a safe work environment for all employees, customers, contractors and visitors to our locations
Coordinate delivery of goods to Agency offices and residential facilities.
Maintain inventory listings for vehicles, furniture and equipment and warranty work on appliances
Set the key fob with the appropriate times and dates according to the requests
Complete work forms as necessary and follow up the competition of the work followed by data entry
Track and collect Agency keys/fobs from employees leaving the Agency
Maintain the security system updated with detailed information about key fobs by locations.
Support IAM Manager with the annual preventive schedule plan
Keep updates records and certificates of compliances for maintenance, inspection and testing for all fire safety equipment
Follow-up on vehicular accidents and insurances to keep the system updated
Keep the system updated with leases for Agency wide
Provide direct administrative and office management support to the IAM Director and all other members of the department, as directed by verbal or written instruction
Assist IAM staff in maintaining the entire lifecycle of the Agency’s project portfolio, ranging from strategic planning initiatives to tactical activities
Monitor lease requirements and assess the Agency satisfaction regarding amenities versus those of competing rental properties in the area
Monitor the security system for the Agency offices and residences
Support the IAM Manager with the coordination of the annual fire drill plan
Support IAM department with the schedule and evaluation of the cleaning services, snow removal and landscaping
Review and prepare all documents, reports and other correspondence materials for the IAM team
Prepare draft reports, background documentation, and research
Review, evaluate and distribute all incoming and outgoing mail
Complete and review all expense reports, invoices, and other relevant monetary documents by performing coding, data entry and filing
Keep the property management system updated with accurate data entry
Provide weekly/monthly reports to the IAM Manager regarding works orders, maintenance, invoicing, leasing, vehicle, etc. and other statistical information
Maintain a professional image and demeanor with all employees, management, executives and visitors at all times
Maintain and monitor office supply inventory levels and place orders as required
Maintain a high level of confidentiality in all interactions
Coordinate departmental office activities
Be a positive, participatory team member; effectively communicating program concerns and possible solutions
Perform other related duties as assigned

Education and Qualifications:
Diploma in Business, Administration, Property Management or equivalent
3 years’ related experience (property management experience preferred)
Meticulous records maintenance skills with the ability to maintain filing systems and basic databases
Superior telephone manners and excellent verbal, written and interpersonal communication skills to communicate with all levels of the organization
Excellent writing skills, including proper spelling, grammar, and punctuation.
High degree of resourcefulness, flexibility, and adaptability.
Excellent teamwork and team building skills.
Ability to interpret and implement company policies and procedures.
Excellent organization and planning skills, and attention to detail; must be able to manage multiple tasks with the ability to work independently and to meet deadlines.
self-initiative and ability to work independently
Computer literacy, including effective working skills of MS Word, Excel, PowerPoint and e-mail required High degree of resourcefulness, flexibility, and adaptability.
Must be able to be depended upon to plan and organize work effectively and ensure its completion.
Professional, responsive, and positive work attitude is essential

Please apply online at www.cssalberta.ca/careers to competition number 20-206.

This requisition will remain open until August 26, 2020.

The wage range for this position is between $26.06 and $29.30 per hour.

We offer flexibility, a comprehensive benefits package and a supportive working environment.

We embrace diversity and offer equal opportunities to all qualified applicants regardless of origin, culture, ethnicity, age, ability, gender identity and people of faith or no faith.

We thank all applicants. Only candidates selected for an interview will be contacted.