Senior Facilities Administrator

DUCA Financial Services Credit Union Ltd.; Toronto; On-site; CAD 46,000 - 60,000; Full time

Job summary

DUCA Financial Services is seeking a Senior Facilities Administrator to support its Facilities team in Toronto. Responsibilities include handling inquiries, coordinating vendor visits, managing supplies, and administrative tasks to ensure seamless facilities operations. The role offers an opportunity to contribute to a community-focused organization that values service and collaboration.

Qualifications

• 3+ years of general administrative experience and customer service experience.
• Experience managing and coordinating supplies and inventory is an asset.

Responsibilities

• First point of contact for the Facilities department with administrative tasks.
• Coordinate vendor and trade visits, dispatch work, and follow up on work orders.
• Maintain supply inventories and manage mailroom operations.

Skills

Time Management

Organizational Skills

Interpersonal Skills

Attention to Detail

Communication Skills

Education

Partial degree or diploma

Tools

Microsoft Office Suite

Windows

Job description

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We’re a vibrant, exciting credit union that lives its "profits with a purpose" philosophy in every financial transaction, product, interest rate, and community initiative we offer. Founded in 1954, DUCA has grown from a single branch credit union in Toronto to 19 branches across Southern Ontario with over 85,000 Members we are proud to serve.

We exist to help People, Businesses and Communities Do More, Be More, and Achieve More.

DUCA (www.duca.com) is the fastest organically growing large Credit Union in Canada distinguished for the following:

• Positive, un-big bank like service experience delivered through Member-facing staff in branch, on the phone (Member-Connect) and via our Mobile mortgage specialists, Wealth Management advisors and Commercial and Business Banking Account Managers.
• Competitive rates.
• Personalized financial solutions, guidance, and service with the lowest possible fees for both Personal and Business Members.
• Profit sharing among Members.
• Multiple ways to bank—online, mobile app, phone/full-service Member Connect Contact Centre, and, of course, in-branch—DUCA is accessible 24/7
• A community philosophy of “profits with a purpose” culminating in the creation of the DUCA Impact Lab (www.ducaimpactlab.com), a charitable foundation committed to helping the credit challenged and underbanked. This led to DUCA's designation as a B-Corp certified organization, the first ever credit union to receive this global recognition.

A career with one of Canada’s fastest growing credit unions means you’ll find endless opportunities to make a difference with your unique abilities and perspectives. Our people live their purpose while helping others Do more, Be more and Achieve more with their money and their lives. At DUCA, you’ll be part of a vibrant and collaborative team where you’ll be supported to excel and make an impact, no matter what role you play.

Senior Facilities Administrator

DUCA is looking for a Senior Facilities Administrator to join our growing team!

Job Purpose & Summary

The Senior Facilities Administrator is responsible for supporting the Facilities team with delivery of services and various office tasks. The position is the first point of contact for the Facilities department and is responsible for administrative tasks including preparing documentation, correspondence, and reports, as well as answering phone inquiries, updating databases, and other general administrative duties. The incumbent is also responsible for all mailroom operations and for maintaining supply inventories for all DUCA locations.

Key Accountabilities & Duties

• Responds to all inquiries as the first point of contact for the Facilities department
• Conduct research, prepare reports, and collect and consolidate data from various tools
• Coordinate and meet with vendor and trade visits at Corporate Office
• Dispatch vendor work for the region as a joint department function and follow up on completion and closure of work orders
• Coordinate all work and maintenance of both Corporate Office and the Willowdale Branch, both during and after hours
• Participate in a wide variety of committee meetings by attending departmental, health and safety, Fire Warden, and project planning meetings as a representative of the department
• Coordinate receipt and filing of monthly workplace inspection forms from all locations
• Administer the security system for all locations, issuing access cards and dispatching security services when warranted.
• Back up on-call for security for Corporate Office and Willowdale Branch (outside of normal working hours)
• Coordinates kiosk delivery and marketing products for promotional events for all locations
• Create and maintain electronic and paper filing systems
• Implement, monitor, and identify areas of improvement with respect to administrative processes
• Collect, sort, and distribute incoming mail and items from couriers
• Maintain regular pickup and delivery of internal mail
• Prepare delivery of outgoing mail and items for courier including shipping and receiving documents and equipment
• Maintain and stock office supplies in all locations
• Responsible for keeping the mailroom, office supply spaces, and marketing inventory space organized, clean, and hazard-free
• Other general administrative duties as required including scanning, filing, and organizing facilities records and documents

Occupational Experience & Education Requirements

• Three (3) plus years of general administrative experience and customer service experience
• Experience managing and coordinating supplies and inventory delivery considered an asset
• Partial degree or diploma considered an asset, or equivalent work experience

Knowledge, Skills & Attributes

• Proficient in Windows and Microsoft Office suite of products
• Highly service-oriented team player with a proactive attitude
• Excellent time management and organizational skills
• Strong planning and attention to detail skills
• Exceptional interpersonal skills
• Proven ability to establish and maintain effective working relationships
• Demonstrated ability to work under pressure, meet tight deadlines, and handle changing priorities
• Ability to learn computer programs and software quickly and independently
• Excellent communication skills – written and verbal

Working Conditions

• Driver’s license and access to a vehicle, travel within the GTA to DUCA’s branches as required with ability to transport equipment and supplies
• Some lifting required
• Anticipated hours are Monday to Friday, 8:45am to 4:45pm with some after hours when responding remotely to security incidents

Department: Facilities

Primary Location: Corporate Office - 5255 Yonge Street, North York, M2N 6P4

Employment Status: Full-Time

Salary: The annual salary range for this position starts at $46,162. Actual annual base salaries will vary depending on relevant job-related factors such as experience, knowledge, skills, qualifications, and education/training. Depending on the position, DUCA’s total compensation package may include incentive compensation tied to company and individual performance or other benefits.

Number of Vacancies: 1

DUCA is committed to employment equity and encourages applications from all qualified candidates. Recruitment related accommodations will be provided upon request.

Qualified applicants are encouraged to submit their application. Applications must include a resume.

We thank all applicants but only those considered for an interview will be contacted.

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Banking

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