What are the responsibilities and job description for the Coordinator/Facility & Admin position at Flair Canada?
Job Summary
The position of Admin/Facility Coordinator is responsible for providing general office administrative support, receptionist, and project-based work within the Company.
Essential Duties
The following duties are an overview of the primary duties and responsibilities of the Admin/Facility Coordinator and should not be considered an all-inclusive list:
- Interacts professionally with internal and external customers, answers telephone and directs calls. Provide customer service, takes and relays messages; answers questions from employees and the general public, responds to requests for information such as responding appropriately to any potential customers that may call and transferring them to appropriate department, etc.
- Ensures guests are properly informed about safety rules at Flair and that they sign in and out.
- Receives and distributes incoming mail, packages and faxes to appropriate recipients.
- Annually updates vehicle insurance cards stored in company vehicles, schedules timely preventative maintenance and acts on repairs for company vehicles as necessary, and records data in company vehicle records for proper record keeping.
- Orders items for the facility by accurately entering purchase orders within Flair approved software and matches up invoices for payment by validating transactions, files receipts appropriately and manages and controls data for future purchases.
- Coordinates and maintains company conference rooms, vehicle schedule and hotel bookings.
- Enters, prints and ensures work orders are completed by due dates with the appropriate guidance from Facility Manager.
- Assists with scheduling of team events including scheduling the meeting room, selecting the food menu, picking up the food for guests, making copies of meeting agenda or training materials, taking required notes and distributing them to attendee's, etc.
- Coordinates and arranges appointments for vendor related activity for the plant and ensures certificates of insurance are received before any work is completed within the facility and properly stores the certificates. Directions are to be provided by the Facility Manager.
- Assisting in Corporate/office events.
- Assists with overseeing maintenance of Company condominium, as needed.
- Manages the Lobby / Reception area.
- Ensuring that all office supplies are managed and order additional supplies, if need be, subject to approval from Facility Manager.
- Assists with general cleaning and housekeeping tasks.
- Arrange/Assist in all or any required Shipping arrangements that may be required as per department requests. Ensure respective shipping arrangement have appropriate tracking, should this be required.
- It may be required from time to time that you will have to assist in creating or managing Expense reports for certain Managers and ensure that all receipts pertaining to that specific Expense report are entered and filed correctly
Required Training, Experience, Licenses and Certifications
In addition to performing satisfactorily all of the duties and responsibilities of the position, an individual in this position must possess and maintain the following knowledge, skills, qualifications and/or abilities:
- 1-3 years prior administrative experience in a manufacturing environment.
- Possess and maintain a valid driver's license.
- Must be able to speak, read, write and understand the English language at a level adequate to perform job functions.
Education
Preferred- Some college or better