Facility/Office Administrator Jobs

Airswift is seeking a Facility/Office Administrator to join one of our major Midstream Energy clients in Edmonton, AB. This is an initial 1-year contract with the possibility and desire of an extension for the right professional.

The Company’s Workplace Services internal maintenance position delivers safe efficient service to internal clients in the Edmonton buildings.

Responsibilities

• The maintenance person ensures requests are being handled appropriately without needing to double-check work being done, and/or being done correctly.
• Uses provided maintenance checklists and schedules preventative maintenance to reduce service calls.
• Has a professional approach to the Company’s team, this position is an extension of the WPS team.
• The maintenance person should be familiar with Teknion, Ergocentric, Herman Miller, and Knoll products.
• The maintenance person must be familiar with REWS space standards, furniture, and safety.
• Maintenance in common areas is important, as well as implementing processes such as regular audits of the standards for furniture, repairs, and maintenance.
• Performs furniture and maintenance to control costs and reliance on external service providers.

Duties

These are support roles for all of the Company’s locations within Edmonton and the surrounding areas to perform the following duties:

1. Conduct weekly moves within Company’s Centre offices and coordinate moves to and from offices.

• Pre-move audit using a checklist.
• Moves: Provide bins for packing, moves chair, nametag, and picks up bins after the move is complete.
• Submit tickets through the building request system and fixes chairs and consoles.
• Post-move audit of spaces.
• Name tags to be interofficed to admin when required.

2. Completes checklists for off-boards via Service Now tickets:

• Contacting requester via email for items left behind.
• Check space for furniture keys, hangers, and chairs.
• Arrange for cleaning of space through the building cleaners.

3. Completes checklists for onboards via Service Now tickets:

• Check space for chairs, hangers, and furniture keys.
• Arrange for cleaning of space through the building cleaners

4. Install DIRTT accessories (paper rail, picture hangers, coat hangers), hang personal framed items, and swap DIRTT panels for whiteboards (WPS approval) as per Service Now.

5. Initial assessment of any Repair and Maintenance with regard to office space:

• Maintain and order misc. equipment and supplies as required.
• Repairing and painting walls in all areas as needed.
• Repairing flooring, replacing bulbs in desks and special lighting on floors, adjusting doors and handles, faucets, or calling in the vendor to make the repair or replacement is done.
• Includes doors, furniture, fixtures, equipment appliances, lights, etc.

6. New floor setups: Installing signage, first aid kits, AEDs, and other tasks as per new floor checklist.

7. Monthly Fire extinguisher checks in all Company’s space and coordinate yearly inspections with vendors.

8. Assistance with the end of lease or construction of a floor in preparation as per checklist.

9. Reconfiguring offices as per standard options (breakout to office (as approved by REWS, and office desk orientation flip).

10. Moving small appliances (microwave, toaster, kettle), 3 high cabinets, and lightweight furniture between buildings as required. If not possible coordinate with the move vendor.

11. Delivering and ordering replacement keys from the mailroom.

12. Deploying ergonomic furniture as requested. Delivery of chairs, and modifications (monitor arms, install sit stand desks/removal of furniture) based on ergonomic reports.

13. Switching out key barrels on cabinet locks when required.

14. Assisting the mail room, print shop, and central records as necessary for large tasks that require additional resources.

15. Assisting with volunteer activities (setting up tables and chairs for lobby events).

16. Service Now ticket management: Responding to tickets within 24 hours (with notes in the tickets, closing and transferring tickets as required).

17. Archibus Space tool: Updating Archibus with chair requirements, office configurations, ergo items, keyboard tray, CPU holder, lamp, and fan.

18. Performs monthly and quarterly preventative Maintenance as scheduled in Archibus Building Maintenance.

19. Picks up, and order supplies as needed with company credit card (paint, filters, Amazon, G&T, etc).

20. Maintain parkade storage and paper storage rooms within Company’s Centre. Items should be inventoried, and the inventory list maintained as supplies are added or removed.

21. Escort Vendors as required (Book loading dock through Hines & Manulife Place, Vendor must be checked in WPS records that they are security cleared if accessing the space unattended). Obtain approval for restricted space.

22. Contacting Vendors as needed for chair cleaning, and submitting building maintenance requests (Manulife Place and Enbridge Centre).

23. South Edmonton Office (SEO): action tickets as submitted weekly/bi-weekly through Service Now (fix chairs, install whiteboard/corkboards, chair organization, other items as required).

24. Emerald Hills: action tickets as submitted for this location.

25. Other duties as assigned.

Work Schedule/Hours of Work

• Variations to the schedule may be required (move of large items/chairs to parkade storage before 7 am).
• An eight-hour day is with a 30-minute unpaid break. Subject to approval, the hours are 7:30 am to 4:00 pm.
• Monday to Friday, 8-hour shifts, 40 hours/ week.

Overtime Hours

• Any work performed outside of regular business hours must be pre-approved. You may be required to come in after-hours or on weekends to complete tasks that are not ideal during regular work hours (i.e. painting/sanding in areas that could be considered unsafe, etc.)
• If the workload is not able to be completed within a reasonable amount of time during work hours, working late may be required to catch up on tasks.

Hourly Wage

• Wage reviews will be discussed at the time of contract renewal on an annual basis.

Vacation

• 2 weeks’ notice must be given to coordinate backup coverage. Vacation must be pre-approved and is unpaid.

Personal Vehicle Use for Business Purposes

• Company’s Safe Communications Policy needs to be adhered to and will be provided for your reference.
• Please be aware that in the event of an accident, the Company's insurers will not cover any damage or loss to the personal vehicle or its contents, nor is there any provision for the company to recognize a possible increase in the employee's automobile insurance premiums.
• The current allowance will be at Company’s current rate which is located on Elink and the details of travel must be included on each invoice (for example, “Downtown to SEO”, “SEO to Emerald Hills”, and “Emerald Hills back to Downtown”). Cab or Uber can be charged back to the Company.

Safety

• All safety requirements and best practices must be adhered to as per Company’s guidelines. The company’s standards are at Best Practice; the expectations of our contractors are the same as our employees.
• Company’s Safety Orientation and Company’s Life Safety Rules.
• Safe lifting practices must be upheld- ensuring proper tools are used to limit injury - ramps for vehicles for loading heavy items, skateboards, dolly's, straps, lifting belts, etc.
• Damages to items due to extreme negligence will be deducted from invoice amount/pay or will be reimbursed to Enbridge if pursued and claimed through insurance company.
• Security clearance is required every 2 years.
• All the required personal protective equipment must be worn at all times (steel-toed boots or shoes, eye protection, masks or visors when cutting or drilling)
• Insurance carried as per Field Glass requirements - proof must be provided and renewed upon expiry of current documents.

Items provided by the Company:

• Workstation with a chair, laptop, monitors, keyboard, and mouse.
• The following items are provided by the Company at no charge to maintenance personnel during their course of employment and are to be returned and will be suspended should the contract expire or be terminated.
• Reimbursement for purchases pertaining to Company’s requirements (i.e. ceiling tiles, batteries, coat hooks, double-sided tape, paint, etc.).
• Access cards to all areas are required.
• Storage space for tools and equipment.