LAA-24-56 - Facilities & Finance Administrator

at  Legal Aid Alberta

Legal Aid Alberta is seeking to fill a full time permanent, Facilities and Finance Administrator position in our Calgary office. This position is a unionized role and will appeal to an individual that likes to take initiative, is client focused and is exceptionally strong in delivering high-quality results.

WHO WE ARE:

As a publicly funded, non-profit organization, Legal Aid Alberta provides affordable legal services in family law, domestic violence, child welfare, immigration, and youth and adult criminal defense. We are Alberta-wide, with 300 staff and 1,200 private practice lawyers helping people overcome their legal challenges in more than 75 communities across the province.

WHO YOU ARE:

Working at Legal Aid Alberta means you care about people and empathize with their situation. You have excellent communication skills especially in tough situations. Fast-paced work environments give you a rush and you’re always up for a challenge. You love learning new things, solving problems, and can adapt to change quickly. You care deeply about the success of your team and organization.
Job Description

Reporting to the Facility Planning & Management Lead some of the key responsibilities include:

• Coordinate:
• facility work orders and suppliers
• unscheduled maintenance issues and facility emergencies, as they occur, for all LAA locations.
• with building operators ticket requests, assist staff with building amenities, and communicate building notices to staff.
• regular facility service vendors i.e. Shred-it, maintenance, and security system.
• Maintain:
• building access cards & keys for remote LAA locations.
• records including leaseholders’ improvements, maintenance and warranties of assets and equipment.
• regular maintenance logs of all LAA Facilities
• appropriate signage for all LAA buildings throughout the province.
• parking throughout the organization for employees and contractors
• Administer maintenance/testing/inspection programs for items like fire extinguishers, emergency lighting, and hot water heaters.
• Respond to inquiries regarding facilities process from internal clients and vendors
• Assist with emergency procedure oversight to ensure all buildings have the adequate processes/procedures and equipment.
• Maintain and assist with physical and electronic record retention, including liaising for pick up and records storage and entering data into the database.
• Provide centralized ordering and receiving for all LAA locations for items such as office/lunchroom supplies, paper, etc.
• Assist Finance department with various transaction processing.
• Some travel may be required between locations.
• Other duties as directed

Qualifications

EDUCATION AND EXPERIENCE:

• Post secondary education in a relevant field – Acceptable combination of education and experience will be considered.
• 1-2 years of experience in facilities coordination and Administration required.
• Accounts Payables/Receivables experience is an asset.

KNOWLEDGE AND SKILLS:

• Demonstrated ability to multitask effectively while managing competing priorities in a fast-paced environment, ensuring timely and accurate completion of tasks.
• Basic understanding of Facility management and basic knowledge of Occupational Health and safety legislation with respect to physical buildings. First Aid and Fire Warden Training would be an asset.
• Computer literacy, including MS Office (Word, Excel, PowerPoint and SharePoint), and Adobe. Experience with Business Central is an asset.
• Strong written and verbal communications skills and a positive, “can-do” attitude
• Accuracy and attention to detail along with excellent organizational and time management skills.
• Demonstrated ability to work well under pressure and with minimal supervision
• Demonstrated commitment to continuous improvement.
• Ability to deal with suppliers and coworkers in a positive, professional and confidential manner.
• Ability to find, gather, collect, and analyze information or data for the purpose of supporting or making recommendations.

• Coordinate:
• facility work orders and suppliers
• unscheduled maintenance issues and facility emergencies, as they occur, for all LAA locations.
• with building operators ticket requests, assist staff with building amenities, and communicate building notices to staff.
• regular facility service vendors i.e. Shred-it, maintenance, and security system.
• Maintain:
• building access cards & keys for remote LAA locations.
• records including leaseholders’ improvements, maintenance and warranties of assets and equipment.
• regular maintenance logs of all LAA Facilities
• appropriate signage for all LAA buildings throughout the province.
• parking throughout the organization for employees and contractors
• Administer maintenance/testing/inspection programs for items like fire extinguishers, emergency lighting, and hot water heaters.
• Respond to inquiries regarding facilities process from internal clients and vendors
• Assist with emergency procedure oversight to ensure all buildings have the adequate processes/procedures and equipment.
• Maintain and assist with physical and electronic record retention, including liaising for pick up and records storage and entering data into the database.
• Provide centralized ordering and receiving for all LAA locations for items such as office/lunchroom supplies, paper, etc.
• Assist Finance department with various transaction processing.
• Some travel may be required between locations.
• Other duties as directe