Facilities & Administrative Assistant Jobs

Description

Aviso Wealth:

At Aviso Wealth, we are dedicated to improving the financial well-being of Canadians. As a leading wealth management organization, we are committed to service, partnership, and innovation. Working with talented and energetic professionals who exemplify our values every day, you will quickly notice that our people and dynamic culture sets Aviso Wealth apart. If you are looking for interesting and challenging work, at a company committed to its people, find out more about what Aviso Wealth has to offer at www.aviso.ca.

The Opportunity:

We are looking for an Administrative & Facilities Assistant to join our Office Services Team.

Your role will be required to regularly perform essential duties on behalf of the company from your assigned Aviso office. Your role is considered low flexibility, requiring you to work onsite 5 days per week at our office at 151 Yonge Street location in Toronto.

Reporting to the Office Services Manager, the Administrative & Facilities Assistant is responsible for greeting and supporting employees and visitors and maintaining office services and facilities.

Who you are:

• Service – You consider both internal and external stakeholders and demonstrate intent of understanding and putting the clients’ needs first. You advocate service excellence and work to deliver solutions that meet the needs. You proactively develop strategic partnerships that allow Aviso Wealth to become a trusted advisor and partner
• Collaboration – You work collaboratively with others with the common goal of driving positive results. Making meaningful contributions to your team to achieve organizational goals is a priority. You proactively encourage collaboration, build trust and inclusion, and work to establish effective relationships both inside and outside of the organization
• Execution – You are committed to achieving your goals and to succeed. This includes focusing on “getting things done”, as well as recognizing and taking advantage of opportunities as they arise. You are consistently looking for ways to improve your personal best and see value in continuous improvement. You take accountability for your actions and learn from mistakes

What your day looks like:

• Maintaining office services and facilities and administration of the Facilities Inbox including request for office supplies and services
• Greeting and supporting internal and external clients at the Reception area and handling inquiries
• Assisting the People & Culture team with onboarding and offboarding employees
• Point of contact for facilities: HVAC, base building lighting, appliances, and plumbing issues using the OneServe app
• Manage boardroom calendars for confirmations and/or conflicts, and executive meetings
• Responsible for all desk and office keys
• Liaise with HR to prepare designated workspace, maintain seating plans and administration of access cards
• Point of contact for Service Representatives (i.e. trades, stationery, appliances, carpets, and plants)
• Maintain vendor contracts and schedule renewals with Manager’s approval
• Administering vendor invoiced through Concur
• Maintain a high degree of discretion and confidentiality
• Working collaboratively with the Office Services team to increase organizational workflow and find efficiencies

Requirements

Your experience and skills:

• 2 years’ experience in a similar position
• Strong organization skills with a process improvement mindset
• Ability to prioritize and multi-task
• Strong customer service skills
• Fluent communication skills in English are required and bilingual skills in French are an asset
• Post-Secondary education preferred
• Strong experience with the MS suite of products including Word, Excel, Outlook
• Strong aptitude to pick up technology and willingness to learn new systems
• Experience with office 365 experience and teams preferred
• Ability to learn quickly in a fast-paced environment and strong attention to detail

Benefits

Why Aviso Wealth?

At Aviso Wealth, you will find a dynamic and inclusive culture that rewards innovation and celebrates success.

Here are a few things that set us apart:

• Generous vacation time, fitness benefit, parental leave top-up options
• Matching contributions to our retirement program
• Competitive compensation package that rewards and recognizes individual contributions
• Commitment to the continuous improvement of our staff through learning & development and an education assistance program
• Regular social events to foster teamwork
• Excellent health, dental and insurance benefits to meet the diverse needs of our employees

Equal Employment Opportunity

Aviso Wealth welcomes and encourages applications from all qualified individuals including persons with disabilities. If you require an accommodation, we will work with you to meet your needs in all stages of the hiring process.

We thank all applicants for their interest, however, only those selected for further consideration will be contacted.

No recruiters or agencies, please.

Company Overview:

Aviso Wealth is a national, integrated financial services company, with approximately $95 billion in assets under administration and management. Aviso Wealth is owned by Credit Union Centrals, The Co-operators / CUMIS and Desjardins. Our MFDA-regulated dealer, full-service IIROC-regulated brokerage, and insurance dealer support thousands of financial advisors at 150 credit unions across Canada. Our award-winning online brokerage, Qtrade Direct Investing, and our digital advice platform, VirtualWealth, give Canadians flexible choices for building their wealth. Our asset manager, NEI Investments, is a Canadian leader in Responsible Investment funds and portfolios, which are available through a national network of advisors. Aviso Wealth also provides custodial services and introducing broker services to independent financial organizations, including banks, trust companies, insurance companies, investment dealers, portfolio managers and financial planning firms. We have operations in Toronto, Vancouver, and Montreal with a regional office in Winnipeg. More information about Aviso Wealth is available at www.aviso.ca.