Location: Hybrid - Burlington, ON
Department: Human Resources
Salary: $50,000 - $57,000
Kindly note: the salary range provided gives a general overview of the compensation for the role. The final salary offered will depend on individual qualifications and relevant factors.
About Our Organization:
Our organization, Islamic Relief, is a humanitarian agency focused on providing relief and development assistance to vulnerable populations globally. Established in 1984, we operate in over 45 countries, aiding millions of individuals annually through emergency response and development projects. We are also proud members of the Humanitarian Coalition.
About the Position:
We are currently seeking a full-time Facilities and Administrative Assistant to ensure the smooth day-to-day operations of our Burlington offices. This role plays a key part in maintaining a secure, well-structured, and healthy workspace for our team members. The individual will collaborate closely with the Human Resources department to assist with various administrative and HR tasks.
Successful candidates will exhibit flexibility, problem-solving skills, and an adeptness in handling office operations.
Primary Responsibilities:
Facilities Management:
- Lead office organization and oversee storage facilities.
- Manage renovations and coordinate with contractors to execute plans within budget.
- Coordinate routine maintenance activities and liaise with external entities for facility upkeep.
- Address facilities-related emergencies promptly and manage significant deliveries.
- Propose and implement energy-efficient and eco-friendly solutions.
- Main contact for incoming/outgoing mail when required.
- Handle vendor management for supplies and inventory.
- Draft communications on office closures and incident reports.
- Monitor parking usage and external premises maintenance.
- Maintain the security system and ensure proper functioning of alarms and locks daily.
Occupational Health and Safety Coordination:
- Active member of the Joint Health and Safety Committee (JHSC).
- Support in developing occupational health and safety (OHS) policies and programs.
- Conduct risk assessments and enforce preventive measures for office and warehouse settings.
- Ensure compliance with OHS guidelines.
- Perform regular office inspections as part of the JHSC to address potential safety hazards.
- Regularly inspect warehouse and store facilities to identify and resolve issues.
- Coordinate ergonomic office equipment requests and implementations.
- Propose and spearhead initiatives for accessibility, sustainability, and safety.
HR Support:
- Assist the HR team in scheduling interviews and organizing staff training and engagement activities.
- Facilitate onboarding for new staff members, coordinating with different departments, and preparing workstations and supplies.
- Provide administrative support for staff offboarding tasks.
- Aid in procuring supplies and setting up for employee engagement events.
- Manage event bookings, payments, and communications.
Administrative Support:
- Coordinate supply orders and manage inventory across all office units.
- Arrange domestic travel logistics for staff.
- Lead internal event planning, including venue bookings, catering, and communication dissemination.
Qualifications & Skills:
- Completion of a College Diploma (2 years) or equivalent experience.
- Minimum of 1 year of experience in a professional work environment.
- Proficient in Health and Safety protocols.
- Strong communication skills for vendor interactions.
- Ability to adapt to a dynamic, fast-paced environment.
- Excellent written and verbal communication skills.
- Exceptional organizational, interpersonal, and problem-solving abilities.
- Demonstrated discretion, tact, and ability to maintain confidentiality.
- High attention to detail and accuracy.
- Capability to prioritize and manage multiple tasks effectively.
- Eligibility to work in Canada.