Facilities Coordinator - Toronto
Date: January 8, 2025
Location: Toronto
Company: RFA Bank of Canada
Job Type: Permanent
About RFA
Founded in 1996, RFA (Realty Financial Advisors) is a leading Canadian-owned real estate firm. Through RFA Bank of Canada and RFA Mortgage Corporation, RFA offers mortgage brokers a complete range of Prime and Alternative mortgage solutions.
RFA Bank of Canada, a division of RFA (Realty Financial Advisors), is a federally regulated Schedule I Bank. Our goal is to be a long-term leader in the residential lending market by offering more than just competitive rates and compensation. At RFA Bank of Canada, we focus on delivering a unique value proposition in the Alternative mortgage space, committed to innovation and exceptional service to meet a diverse range of borrower needs.
The Opportunity
We’re looking to fill a Facilities Coordinator position at RFA Bank of Canada!
The facilities coordinator coordinates the planning, construction and maintenance of office equipment, furniture, buildings, common areas and other facilities. This position assists with budgeting and scheduling facility modifications, including estimates on equipment, labor materials and other related costs. The facilities coordinator assists with the acquisition and maintenance of office furniture, machinery and equipment (excluding computer equipment and devices) and is often the first responder to requests from RFA staff.
The facilities coordinator is responsible for reception tasks when required including, but not limited to, sorting and directing inbound and outgoing mail, managing the Reception Outlook inbox and directing emails to the correct business unit, and the effective management of the use of Boardrooms.
Core Responsibilities
As the Facilities Coordinator, you will:
- Act as the first point of contact for basic building maintenance matters as required and follow up on same to maintain a safe and clean office space
- Regular communication with building staff for mechanical services, housekeeping and building facilities inquiries, and to ensure RFA is updated with any changes or potential concerns,
- Liaise with third-party vendors and suppliers
- Coordinate services for minor repairs and maintenance planning for painting and vent cleaning
- Handle inquires for various routine building access requests for vendors and supplies such as shredding services, water deliveries, carpet cleaning services, etc.
- Maintain inventory of office supplies on an ongoing basis
- Maintain supplies for all kitchens, printers and copiers on a daily basis
- Maintain inventory of office desk keys and office door keys to provide as required to staff
- Maintain internal ticketing system of all facility related inquires, follow-up of in progress tasks, and close out completed tasks in a timely manner
- Obtain management approval for all big ticket or atypical Facilities purchases
- Assist with updating office floor plans for all locations
- Participate in the semi-annual building floor warden training and act as the first point of contact for fire safety
- Assist with updating facilities related content for the Reception Desk Manual as required
- Review logbook for daily washroom inspections and maintain logbook for annual building maintenance vendor and service provider inquiries (i.e. air quality testing, fire and safety inspections, audio system testing)
- Perform other responsibilities and assist with special projects as required
- Liaising with Finance for all inbound and outbound cheques
- Coordinating couriers for all outgoing mail
- Managing meeting room space for internal meetings as needed
- Ensuring meeting rooms are organized and tidied before and after meetings throughout the day
- Ensuring kitchen space is tidied and stocked throughout the day
Financial Responsibility:
- Providing insight of the Facilities department budget to the Executive Assistant & Facilities Manager
- Ordering supplies/services – managing inventory and expenses under specific sub-categories
- Accurately submitting Facilities expenses for approval in a timely manner
- Liaising with Finance to coordinate the inbound and outbound handling of cheques/payments
What You’ll Need to Succeed
- Minimum 2 years’ relevant experience providing administrative support to a senior manager preferably in the professional services industry
- Post-secondary education preferred
- Working knowledge of Microsoft Windows, Microsoft Office, Excel and PowerPoint
- Well-organized and able to prioritize effectively
- Experience in working with a broad range of staff, building management, vendors and suppliers
What Sets You Apart
- Demonstrate service-orientation, with a high degree of client focus
- High level of attention to detail and ability to track and maintain accurate records
- Demonstrate excellent communication skills, both oral and written
- Ability to build effective, trusting relationships across the organization at all levels and with all building staff, vendors and suppliers
- Handle sensitive and confidential information with tact and diplomacy
- Demonstrate a flexible and willing attitude, and the ability to deal with continuous change
- Take personal accountability for delivery of results and achieving successful outcomes
- Use initiative and sound judgement to know when to act and when to consult, and when to escalate or to advise the Executive Assistant and Facilities Manager.
Our Values and What We Offer at RFA
At RFA, we live by our core values. These values guide our daily actions and shape our work culture:
- Accountability: You take ownership of your work & its consequences. You always consider risk & make informed decisions.
- Selflessness: You share info & teach others. You’re able to put your ego aside & understand that the best idea wins.
- Inclusivity: You value differing viewpoints & experiences. You understand how this can drive growth & innovation.
- Innovation: You seek opportunity & embrace change. You see tech as a way to enhance productivity & drive profitability.
- Courage: You make tough decisions in our best interest. You see opportunity when faced with challenge or adversity.
- Impact: You value results & your contributions. You rise to the occasion and never settle for sub-par.
- Performance: You embody a competitive spirit, desire to win and strive for executional excellence.
Along with a strong work culture, RFA offers a comprehensive benefits package, including:
- Health & Dental Care
- Vision Care
- RRSP Match
- Health & Wellness Spend
- Vacation & Personal Days
- Hybrid working environment
Ready to take the next step?
If this opportunity excites you and aligns with your skills and aspirations, we’d love to hear about how you can contribute to our team at RFA.
Accessibility
Accommodation is available upon request for applicants and employees with disabilities. If you are contacted for a job opportunity, please advise us of any accommodations needed to ensure you have access to a fair and equitable process. Any information received relating to accommodation will be addressed confidentially.
