Facilities Administrator

Job description

Job Description

Facilities Administrator

Position Description
CGI is looking for Innovation Center Facilities Administrator to join our team. This is a full time opportunity for someone with experience in supporting the Innovation Center in a fast-paced environment. Be that great first impression for our many guests and clients! We are looking for a service-minded individual who is reliable, clever and able to work independently.

Your future duties and responsibilities
• Assist the Innovation Center Administrator in overseeing the quality of the CGI Innovation Center front desk/check-in experience while demonstrating a spontaneous desire to assist others and provide excellent service. Be the face of the CGI Innovation Center providing an exceptional first experience for our clients and guests by welcoming guests, assisting with check in process, answering questions, providing them with a comfortable and efficient transition to their host;
• Complete a broad variety of administrative tasks for CGI’s Innovation Center including set up and breakdown of furniture to customer requirements, assisting with check in and complete responsibility for all FOCI visits set up and check in.
• Serve as one of the initial contact for all CGI clients, internal and external facing, ensuring needs are addressed in a timely and professional manner (various needs can include facility support and/or scheduling support, technical support, and navigating proper solutions)
• Acts as a point of contact for CGI Innovation Center staff/members and CGI’s Workplace Resource Management, IS/IT, Facility Security Office (FSO) and external vendors (ie cleaning, repair/maintenance crews):
• Log and track tickets in the property management and CGI Footprints system for facility related issues;
• Establish and monitor effective tracking of cubicle and office master keys;
• Addresses member facility complaints or issues in a timely manner;
• Able to learn how to use various pieces of technology throughout the space and comfortable helping others in need on a daily basis. Coordinate regular maintenance sessions to ensure all equipment performs at optimum levels.
• Answer phone calls in a professional and courteous manner and use proper phone greeting techniques. Address callers’ questions or concerns and/or take appropriate messages;
• Accept and deliver all incoming mail and packages to the Innovation Center staff;
• Determine when new procedures should be implemented, facilitate proper approval and implement approved solutions to ensure a productive work environment with minimal errors/flaws;
• Must be able to lift, move, and store furniture in excess of 60 lbs.
• Set up and break down of conference rooms as required by events planned.
• Stock all pantries and copy rooms daily being able to lift boxes of paper in excess of 40 lbs.
• Do light furniture assembly and moving as required.

Required qualifications to be successful in this role
• Bachelor's degree or equivalent facility administrative experience;
• Strong work tenure: 2 years’ experience providing administrative support services and 1 of those years in facility and building operations management;
• Ability to work full-time hours and occasionally arrive early or stay during evening hours to support an internal or external event;
• A basic knowledge of facilities/building operations would be a great asset to have. Being able to communicate requirements and schedules for vendor services to member in a timely manner is a necessity. While core hours are normal business hours repairs, maintenance and deliver/installs sometimes required vendor access on off hours and weekends. Ability to lift 50 lbs.
• Exceptional time management and organization skills;
• Ability to manage multiple tasks and projects simultaneously establishing priorities to meet deadlines;
• Ability to communicate effectively (verbal, written, and presentations) with leadership, staff, and internal and external clients;
• Personable and unflappable in a hectic environment;
• Resilient, able to warmly interact with people continuously and triage competing requests;
• Detail oriented and organized with solid time management skills, strong ability to multitask;
• Self-motivated and proactive in taking ownership and responsibility for tasks and leading them to completion;
• Able to work both independently and as a true team player with the capacity to foster and maintain positive working relationships with clients, colleagues, building management and vendors;
• Strong attention to detail and accuracy, displays flexibility to meet changing requirements, ability to professionally navigate through stressful situations and ability to manage multiple tasks simultaneously with confidence .
• Demonstrated experience managing confidential and sensitive information and conversations with diplomacy, tact, and professionalism

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Qualified applicants will receive consideration for employment without regard to their race, ethnicity, ancestry, color, sex, religion, creed, age, national origin, citizenship status, disability, medical condition, military and veteran status, marital status, sexual orientation or perceived sexual orientation, gender, gender identity, and gender expression, familial status, political affiliation, genetic information, or any other legally protected status or characteristics.

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Skills

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