Administrative and Facilities Coordinator

Parsons Oman; Oakville; On-site; CAD 40,000 - 70,000; Full time

Job summary

Join a forward-thinking company as an Administrative and Facilities Coordinator, where your organizational skills will shine! This role involves supporting a dynamic team of engineers and project managers, ensuring smooth operations through effective administrative tasks, inventory management, and event coordination. You will facilitate onboarding processes and maintain a well-organized office environment, contributing to a collaborative workplace culture. With a commitment to employee wellbeing and growth, this innovative firm offers a range of benefits and opportunities for advancement. If you're ready to take your career to the next level, apply today!

Benefits

Health Insurance

Vision Insurance

Dental Insurance

Employer Paid Provincial Care Premiums

Defined Contribution Pension Plan

Tax-Free Savings Account

Registered Retirement Savings Plan

Life Insurance

Paid Time Off

Gym Membership Discounts

Qualifications

• 2+ years of relevant experience in an administrative role.
• Strong attention to detail and ability to manage multiple tasks.

Responsibilities

• Provide administrative support including managing mail and project documents.
• Coordinate job fairs and manage expenses for project staff.

Skills

Organizational Skills

Communication Skills

Multitasking

Microsoft Office Suite

Problem-Solving Skills

Education

High School Diploma

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

In a world of possibilities, pursue one with endless opportunities. Imagine Next!

When it comes to what you want in your career, if you can imagine it, you can do it at Parsons. Imagine a career working with intelligent, diverse people sharing a common quest. Imagine a workplace where you can be yourself. Where you can thrive. Where you can find your next, right now. We’ve got what you’re looking for.

Job Description:

Parsons is looking for an amazingly talented Administrative and Facilities Coordinator to join our team! In this role you will get to support and work closely with our Infrastructure and Energy and Environment team, which includes engineers, scientists, project managers, data coordinators and field technicians.

What You'll Be Doing:

• Administrative Support:
  • Manage mail and cheques for accounting purposes.
  • Accurately scan and file project documents.
  • Update vacation and sick days to keep the team on schedule.
  • Maintain and update Supplier Price Offers for current pricing.
  • Open new projects including updating folders, databases and system files.
  • Complete monthly billing efficiently and on time.

• Operations Support
  • Assist in managing timesheets, including communicating and following up with staff to clear overhead suspense hours for timely invoicing.
  • Coordinate job fairs, including attendee management and company branding.
  • Manage and complete expenses on behalf of project staff

• Inventory and Supplies Management:
  • Oversee warehouse inventory and manage rental equipment deliveries and billing.
  • Order field consumables, personal protective equipment, and first aid kits for field teams.
  • Track asset inventory, including tablets, computers, and monitors.
  • Manage deliveries of laboratory coolers and QAQC samples.

• Facilities and Office Management:
  • Coordinate routine inspections and maintenance of office facilities with staff and external contractors.
  • Order office supplies and maintain a well-organized office environment.
  • Ensure common areas like lunch and meeting rooms are tidy.
  • Receive and manage mailing and shipping of packages.

• Onboarding and Offboarding:
  • Facilitate the onboarding process for new employees, ensuring all documentation and equipment are provided.
  • Manage the offboarding, including the collection of company assets and deactivation of accounts.

• Meetings and Events Coordination:
  • Schedule and coordinate internal and external meetings, webinars, and conferences.
  • Organize company social events and team-building activities.

• Report and Template Management:
  • Create and manage report templates to ensure consistency and accuracy in documentation.

What Required Skills You'll Bring:

• High School Diploma and 2+ years of relevant experience
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
• Ability to work independently and as part of a team.
• Attention to detail and problem-solving skills.

What Desired Skills You'll Bring:

• Experience in office and/or warehouse work environment.
• Experience with inventory management and supplier coordination.
• Familiarity with onboarding and offboarding processes.
• Knowledge of facilities management and routine maintenance.

Minimum Clearance Required to Start:

Not Applicable/NoneThis position is part of our Critical Infrastructure team.For more than 80 years, our experts have designed and delivered the critical infrastructure that connects and protects communities around the world. We work in collaborative teams, both within the company and with our partners and customers, to plan, design, build, and modernize infrastructure. We take special pride in projects and solutions that improve communities as well as people’s quality of life by promoting economic growth, enhancing mobility, and increasing sustainability and resiliency. Powered by our people, we provide the imagination necessary to support our customers’ visions—and to help them see what's next!We value our employees and want our employees to take care of their overall wellbeing, which is why we offer best-in-class benefits such as health, vision, dental, employer paid provincial care premiums, Defined Contribution Pension Plan (DCPP), Tax-Free Savings Account (TFSA), Registered Retirement Savings Plan (RRSP), life insurance, paid time off, sick leave, all province observed holidays off, and gym membership discounts to fit your busy lifestyle!Parsons is an equal opportunity employer committed to diversity, equity, inclusion, and accessibility in the workplace. Parsons equally employs representation at all job levels for indigenous peoples, women, individuals with disabilities, and visible minorities.We truly invest and care about our employee’s wellbeing and provide endless growth opportunities as the sky is the limit, so aim for the stars! Imagine next and join the Parsons quest—APPLY TODAY!

Parsons is aware of fraudulent recruitment practices. To learn more about recruitment fraud and how to report it, please refer tohttps://www.parsons.com/fraudulent-recruitment/.