DescriptionWe are looking for an experienced Executive Assistant/Facilities Coordinator to support the CEO, CFO and other members of the leadership team with administrative duties as well as oversee building-related activities for all sites. You will be responsible for preserving the good condition of infrastructure and ensuring that facilities are safe and well-functioning.The ideal candidate will be well-organized and able to optimize the use of space and equipment while reducing operating costs. Phenomenal efficiency can set you apart from our candidate pool.The goal is to ensure our business's accommodation is problem-free and safe for our patients and so that employees can work under the best conditions. Responsibilities
- Assist executive leadership teams with any administrative tasks in an efficient and timely manner
- Point of contact for the property managers regarding the lease and day-to-day operation of our offices.
- Manage all vendor accounts for building maintenance (janitorial, HVAC, plumbing, electrical) office and medical supplies, clinic and office furnishings.
- Plan and coordinate all installations (telecommunications, heat, electricity etc.) and refurbishments
- Manage the upkeep of equipment and supplies to meet health and safety standards
- Inspect buildings' structures to determine the need for repairs or renovations
- Review utilities consumption and strive to minimize costs
- Control activities like parking space allocation, waste disposal, building security etc.
- Partners with Human Resources to allocate office space and staff equipment according to needs
- Handles insurance plans and service contracts for maintenance
- Keeps financial and non-financial records of maintenance needs
- Performs analysis and forecasting
Requirements Requirements and skills
- Minimum 5+ years of facilities experience
- Minimum 5+ years supporting senior management
- Proven ability to adapt, manage and implement change in a fast paced work environment
- Experience in space planning, and all facets of property operation and building management
- Communication: Proficiency (oral and written)
- Customer: Focused (internal and patients)
- Well-versed in facilities management best practices
- Knowledge of basic accounting and finance principles
- Excellent verbal and written communication skills
- Excellent organizational and leadership skills
- Strong analytical/critical thinking
- Relevant professional qualification (e.g. PM, CFM, FEM) will be an advantage