Operations Administrator

JOB RESPONSIBILITIES

Administrative Support: 

• Performs general administrative duties and functions. 


• Verifies and finalizes works orders at the end of each event. 


• Records information/statistics for the purpose of follow-up and record keeping. 


•  Coordinate and request paid duty police officers based on event requirements with Toronto Police. 


• Schedule and maintain accurate records of company health and safety training. 


• Review, respond, and obtain Safety Compliance Manager approval on fire safety replies.   


• Track and record details obtained from the fire safety replies. 


• Maintain records of safety data sheets in coordination with other MTCC department administrators. 


• Coordinate the restocking of first aid kit supplies with third party vendor.


• Assists the Safety Compliance Manager and Director of Security Operations in office administration to ensure achievement of mandated goals and objectives. 


• Assists security team in maintaining various security audit and incident reports. 


• Maintains reports for outstanding security system service calls. 


• Assist the manager with capital projects by organizing and maintaining files. 


• Administrator of the Emergency Preparedness Plan. 


• Administrator to the Joint Health & Safety Committee and Contractors Committee. 


• Records departmental meeting minutes. 


• Places requests for ordering supplies and materials. 


• Provide monthly Reception Relief support   


• Support employee programs through participation in Social Committee  


• Support other Operations department as required in the absence of department coordinator  

 Finances: 

• Assists and prepares annual budget reports and monthly financial reports. 


• Responsible for timely processing of all work orders and invoices using systems such as: Momentus and Adaco. 


• Works with Accounting regarding invoice payment, capital reports, month end reports. 


• Externally consult with contractors and suppliers regarding invoices, onsite work. 

Interpersonal Contacts: 

•  Communicates internally with all staff/departments regarding reports, to obtain work orders, for clarification and/ or for requests. 


• Manager to review work, clarify/resolve issues and to determine priorities. 


• Externally this position communicates with service providers to request and schedule health and safety training for various internal departments. 

Employee Support: 

• Assists Security Supervisors with employee payroll. 


• Assists Security Supervisors in maintaining uniform storage and inventory control. 

 Level of Responsibility: 

•  Ensures appropriate office support is available for the delegation of work orders that have come in. In addition, provide ongoing office support in functions such as: word processing, filing. 


• Assist in providing proper billing information for a client, which may cause problems with department revenues and / or upset client should the information be inaccurate. 

 QUALIFICATIONS

• College Diploma in a related field. 


• Knowledge of Health & Safety Processes is an asset. 


• A minimum of one year administrative experience 


•  Proficiency with computerized systems and Microsoft Word, Excel, Outlook and Powerpoint, Adaco, Momentus, Workforce and Windows. 


• Excellent written and verbal communication skills 


• Ability to think outside the box and be creative.  


• Attention to detail and ability to handle multiple projects simultaneously in a fast-paced environment. 


• Self-starter who is able to anticipate and prioritize business needs. 


• Team oriented with the ability to work independently. 


• Fluency in French is an asset.

Why Join us?   

At Metro Toronto Convention Centre, we believe in investing in our people and creating a supportive, engaging workplace. As part of our team, you’ll be part of a collaborative, people-first culture and enjoy a variety of benefits designed to help you grow, succeed, and feel appreciated:    

• Ongoing Training & Development – Grow your skills and explore new opportunities through learning and cross-training across departments  


• Employee Recognition Platform – Be recognized and appreciated for your contributions by peers and management  


• Volunteer Opportunities – Make an impact in the community through company-supported initiatives  


• Employee Assistance Program (EAP) – Get confidential support for your personal and professional well-being  


• Interactive Workshops – Connect, learn, and stay inspired with practical, engaging sessions