• Job ID: 46419
• Job Category: Facilities Management
• Division & Section: Corporate Real Estate Management, Facilities Management
• Work Location: City Hall and Scarborough Civic Centre (see notes)
• Job Type & Duration: 2 Full-time Permanent and 3 Full-time Temporary (12 Months) Vacancies
• Hourly Rate and Wage Grade: $35.17 - $38.53
• Shift Information: Monday to Friday, 35 hrs/wk per week (includes an 11 a.m. to 7 p.m. shift as operationally required - see note on location of this shift)
• Affiliation: L79 Full-time
• Number of Positions Open: 5
• Posting Period: 29-May-2024 to 12-June-2024

Position Summary

Performs administrative and clerical functions that support the delivery of the Facilities Management services, including business operations improvements, client support, contract management and ongoing vendor and contract risk management, vendor and contract management.

Major Responsibilities:

• Facilitates the resolution of client service and vendor requests from initiation to completion.
• Answers inquiries and provides client and vendor support through all Facilities Management communications platforms (including telephone, email, web portals, and in-person).
• Triages service options, identifies and actions appropriate service resolution paths for clients (for example, leaks, power outages, climate control, or pests).
• Facilitates communication with clients, vendors, and City staff.
• Monitors service requests and invoice payments to ensure compliance with Facilities Management service standards.
• Monitors and tracks work orders and escalates them as necessary with the vendor or city staff.
• Refers escalated issues to the Supervisor or Manager.
• Enters, retrieves, and interprets data in work management system databases.
• Reviews invoices to determine compliance with contracts and Corporate policies and practices and initiates follow-up actions, including vendor payment training and tracking
• Prepares, issues, and tracks Divisional Purchase Orders and Contract Release Orders with authorization from the applicable approver.
• Conducts surveys, informal interviews, and other forms of research with clients, vendors, and other stakeholders.
• Prepares and composes documents, statistical summaries, and reports for a variety of audiences.
• Performs data entry and monitors payroll transactions on the payroll system and ensures that they are accurately reflected on the Division's complement management system.
• Monitors, runs and verifies reconciliation reports.
• Uses a variety of specialized software packages to carry out responsibilities.
• Performs general administrative and clerical work as required.
• Prepares and records documentation related to personnel (leave of absence etc.

Key Qualifications:

1. Considerable experience responding to and resolving client and vendor requests in a fast multi tasking environment and withing comparable industry or field.
2. Considerable experience collecting, recording, analyzing, and reporting data utilizing database systems (e.g. Computerized Maintenance Management Systems) and MS Office Suite (e.g. Excel, Word, Outlook).
3. Considerable experience in office administration and financial processes (e.g. vendor management, invoicing, procurement).

You must also have:

• Excellent time management and organizational skills, including the ability to multi-task, set priorities, and meet deadlines under time constraints.
• Ability to write and format reports, documents, and correspondence for a range of audiences and conduct comprehensive reviews of documents and data with an emphasis on accuracy and attention to detail.
• Knowledge and ability to apply accounting, payroll, and purchasing policies and procedures
• The ability to apply specialized knowledge in multiple functional areas to carry out duties.
• Excellent customer service, problem solving, and conflict management skills, with the ability to work cooperatively with a team and independently.
• Excellent communication skills, with the ability to deal effectively with all levels of staff, clients, tenants, City Council, and the public.
• Able to handle confidential and sensitive information with discretion and tact.
• Ability to work 11am to 7pm, Monday to Friday is required for the temporary vacancies.

NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES:

City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City's Internal Job Posting Portal.

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.

Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.