Facilities Administrator

We are AMS. We are a talent solutions business.

Working with clients across the globe, we have learned what it takes to be a high performing employer. It starts with talent; sourcing, selecting and keeping the right people in the right jobs. To do this well, you need unmatched expertise in digital innovation, and a deep understanding of the complex needs of the talent you are seeking to engage - whether that talent is external to your business or already inside it.

Taking a holistic approach to the HR value chain and to attracting and retaining a world class workforce enables business success. 10,000+ experts, across 120+ countries, speaking more than 50 languages, delivering projects for the world’s most admired companies.

We are AMS. This is what we do. Talent is our world.

The Role

To ensure the smooth running of Alexander Mann Solutions office(s) ensuring that all buildings are safe and fully operational, acting as the first point of contact for external visitors and providing best-in-class customer service to both internal and external stakeholders, including third party vendors.

This role will require someone to be onsite at the Toronto, Ontario office 3 days a week.  

Key Accountabilities

• Manage the reception desk including incoming calls and acting as the first point of contact for internal and external visitors.
• Resolve internal and external Facilities requests via Service Now, in line with KPIs.
• Manage relationships with internal and external stakeholders, including third party vendors.
• Be the primary point of contact for the building and deal with any queries or issues.
• Organise / facilitate internal and external events to ensure that they are successful.
• Coordinate maintenance schedules for the building, office equipment and internal systems (e.g. heating system, alarms, security cameras).
• Conduct regular floor walks to identify any necessary repairs or renovations.
• Manage inventory of office supplies, including kitchen facilities and stationery.
• Raise PO’s and manage invoices, updating the cost control tracker in a timely manner.
• Support the delivery of optimum cost efficiencies throughout the year.
• Oversee the cleaning / disinfecting schedules for the building /office floor(s).
• Support office emergencies e.g. First Aid or Fire Evacuation procedures and escalate, where appropriate.
• Support and contribute to Facilities projects and continuous improvement initiatives.
• Ensure compliance with all local / global Health and Safety regulations as well as AMS policies and procedures.
• Support internal and external Audits, as appropriate.
• Support other regions, where appropriate, based on demands.

Skills & Experience

• Minimum of one year’s experience in a Facilities, Administration or Customer Service role.
• Excellent time management and organisational skills.
• Experience of working in a deadline driven environment.
• Proficiency with the Microsoft Office Suite.
• Ability to multi-task and prioritise workload.
• Strong attention to detail.
• Knowledge of Facilities Management Software (e.g. Service Now)
• Knowledge of Facilities Management operations
• Fluency in English plus another Language(s)

Other

We're a fast-growing, equal opportunity employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity or disability.