Our client who is based in downtown Vancouver is looking to add a strong Facilities Coordinator to their team. The company is a leading Canadian law firm.f you are interested in this position please review the job spec below and follow the instructions to apply.We welcome all applications; however, only those candidates who have similar experience will be shortlisted and contacted.Advantages- Mon-Fri work week- Great company environment- Competitive salary and benefits package- DT VancouverResponsibilities- Acting as first contact on Landlord Call Tree for after-hours issues. Triage issue, escalating as necessary to Manager.- Reporting to the Manager on a regular basis regarding projects, problems encountered and recommendations.- Maintaining and updating a complete set of Standard Operating Procedures. Liaising with other offices to ensure Firm-wide standards where applicable.- Maintaining key metrics for Facilities such as new hires, moves, departures, landlord service calls and vacancies.- Coordinating and participating in monthly Landlord meetings. Documenting minutes, distributing minutes and following up on outstanding issues. Circulating any relevant communications internally from the Landlord concerning issues or work on-premises.- Participating as a member of the Joint Health & Safety Committees, conducting and documenting workplace inspections when necessary. Arranging training for Fire Wardens, First Aid personnel (where applicable), and ensuring emergency procedures are maintained.- Participating in new hire orientation, covering emergency procedures and Facilities related procedures.- Upon approval from Human Resources, ordering ergonomic supplies and equipment, arranging for the installation of equipment or repairs when necessary, and maintaining an inventory of equipment on-premises.- Collaborate with the Manager to identify yearly Business as Usual (BAU) and Capital projects for inclusion in the budget, obtain quotes from trades, vendors and suppliers. Assist in monitoring costs throughout the year.- Overseeing the daily maintenance and upkeep of the premises, take appropriate action for any repairs or replacement as needed. Liaising with vendors and service providers to schedule approved repairs, ensuring expected service levels and timelines are met. Follow up on any outstanding repairs.- Conducting a yearly Deficiencies Audit of the premises for larger repairs or upgrades, obtain quotes and prepare reports for Management review and approval. Process purchase orders in P2P, coordinate work with vendors or trades, arrange after-hours access, supervising when necessary.- Conducting initial move plan meetings with internal clients, advising the Manager of requirements. Schedule and organize moves by contacting appropriate individuals externally and internally, documenting all details to ensure proper organization. If required, being available to perform or monitor after-hours moves.- Updating of floorplans when changes occur.- Responding to Facilities' emails, phone calls and requests in a timely manner. Communicating to clients expected dates of resolution of issues or fulfilment of orders.- Maintaining records for all equipment, including location, serial numbers, date of purchase and maintenance requirements for equipment for which Facilities is responsible. Schedule maintenance as required, arrange access and be available for supervision if after-hours scheduling is required.- Maintaining an inventory of all furniture and other goods and supplies in storage onsite and offsite.- Ordering business cards and maintaining all signage for the Firm including but not limited to facilities and safety signs, office nameplates, boardroom signage.- Maintaining the Firms’ key and security access card inventory, ordering new keys and cards when required. Preparing semi-annual access card audit reports to be vetted, reviewed and approved by Directors and Managers, initiating changes when required. Work with internal stakeholders regarding access, elevators, permits and lights for events.- Maintaining parking records, problem resolution when required.- Assisting in the arrangement of individual office setups, setting up of offices for new hires and removal of items upon departures.- Ensure Vendor Management Office (VMO) has all onboarding information for new vendors for the Firm. Process all purchase orders in P2P, approval of invoices in P2P, ensuring the accuracy of invoice details and work performed.Other duties as assigned.Qualifications- High School Diploma. Relevant post-secondary education is an asset.- 1-2 years of related experience, preferably acquired in a professional services environment.- Intermediate Microsoft Office Suite (Excel, PowerPoint, Word, SharePoint).- Ergonomic knowledge would be a plus.- Capacity to stand and walk for prolonged periods.- Self-motivation with the ability to multi-task and meet deadlines.- Ability to work manually.SummaryTwo easy ways to apply:1. E-mail resume to Joanne: email@example.com. Apply online: http://www.randstad.caRandstad Canada is committed to building a diverse workforce reflective of the diversity of Canada. As a result, we promote employment equity and encourage candidates, especially those who identify as a woman, an Aboriginal person, a person with a disability or a member of a visible minority group, and any others who may contribute to the diversification of our workforce, to apply.Randstad Canada is also committed to developing inclusive, barrier-free selection processes and work environments. If contacted in relation to a job opportunity, you should advise your Randstad Representative or your local Randstad branch in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.For all feedback on equity and accommodation needs, please contact your local Randstad Canada Branch.Randstad Canada is committed to building a diverse workforce reflective of the diversity of Canada. As a result, we promote employment equity and encourage candidates, especially those who identify as a woman, an Aboriginal person, a person with a disability or a member of a visible minority group, and any others who may contribute to the diversification of our workforce, to apply.Randstad Canada is also committed to developing an inclusive, barrier-free selection processes and work environments.If contacted in relation to a job opportunity, you should advise your Randstad Representative or your local Randstad branch in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner.Information received relating to accommodation measures will be addressed confidentially.For all feedback on equity and accommodation needs, please contact your local Randstad Canada Branch.