ABOUT THIS CAREER OPPORTUNITY
Black & McDonald’s Facilities Management & Operations team is growing! If you are committed and collaborative professional looking to contribute to a hard-working, innovative team, this opportunity is for you.
The Administrative Assistant is located in Downtown Toronto and typically reports directly to the Facility Manager. Duties and responsibilities include but are not limited to:
Enter timesheets, process expenses, and maintain document controls
Implement inventory procedures and manage ordering, returns, and stock levels
Coordinate vendor relations and process invoices and purchase orders
Assist in proposal preparation and support change order documentation
Manage and maintain customer inventory control systems (e.g., WASP)
Monitor inventory losses and support loss-prevention initiatives
Maintain office supplies, equipment servicing, and administrative systems
Prepare reports and support compliance with health, safety, and regulatory standards
Schedule facility usage, vendor services, and internal coordination
Monitor work order compliance through the CMMS system
Track subcontractor purchase orders and liaise with legal for approvals
Maintain and update electronic and manual databases, mailing lists, and inventories
Support audits and inspections by organizing required documentation
Coordinate internal communications and respond to facility-related inquiries
Perform other administrative duties as required to support operations
COMPETENCY REQUIREMENTS
Communicates Effectively
Customer Focus
Holds Self and Others Accountable
Teamwork and Collaboration
Values and Respects Others
EDUCATION REQUIREMENTS
High School Diploma
Degree or Diploma in Office Administration or related would be considered an asset
WORK EXPERIENCE REQUIREMENTS
5 years in an office environment in an administrative role
1-2 years of experience in inventory control or equivalent
Experience in the construction sector is considered an asset
SKILLS, ABILITIES, AND OTHER REQUIREMENTS
Proficient knowledge and understanding of:
Organization and time management
Work well under pressure
Meet all deadlines
Ability to multitask
Proficient user of:
MS Office (Word, Excel, Project)
JD Edwards or an Oracle-based ERP system considered an asset
Knowledge of an Inventory Management Software is an Asset (WASP, Fishbowl, or inflow, etc.)
Valid Ontario “G” Driver’s License is required
Black & McDonald welcomes and encourages applications from persons with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the recruitment and selection process.
