Administrative Assistant - Facilities Coordinator

Black & McDonald Limited; Toronto; On-site; CAD 50,000 - 65,000; Full time

Job summary

A facilities management firm in Toronto is seeking an Administrative Assistant to support the Facility Manager. Responsibilities include managing timesheets, processing invoices, and overseeing inventory procedures. The ideal candidate has a High School Diploma, 5 years of administrative experience, and strong proficiency in MS Office. Applications from individuals with disabilities are encouraged, ensuring an inclusive hiring process.

Qualifications

• 5 years experience in an administrative role.
• 1-2 years experience in inventory control.
• Experience in the construction sector is an asset.

Responsibilities

• Enter timesheets, process expenses, and maintain document controls.
• Implement inventory procedures and manage ordering.
• Coordinate vendor relations and process invoices.

Skills

Organization and time management

Customer focus

Teamwork and collaboration

Proficiency in MS Office

Inventory management knowledge

Education

High School Diploma

Degree or Diploma in Office Administration

Tools

MS Office (Word, Excel, Project)

JD Edwards or Oracle-based ERP system

Inventory Management Software (WASP, Fishbowl, etc.)

Job description

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 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, and 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.