Coordinator, Office Facilities
COLLEGE OF PHYSICIANS & SURGEONS OF ALBERTAThe Coordinator, Office Facilities is accountable for the effective day-to-day delivery of office administration, facilities and workplace services. The role supervises two Administration team members assigned to office and administrative services. This role oversees office facilities, records-support services, workplace requirements, vendors, equipment and supplies, visitor and access services, and office-related onboarding and offboarding activities. KEY RESPONSIBILITIES: Lead office administration procedures Lead and oversee the day-to-day delivery of office administration and workplace services, ensuring services are efficient, responsive, consistent, and customer focused. Develop and maintain the office administration policies, procedures, service standards, documentation, resources, forms, and templates. Establish service priorities and oversee records administration, offsite file management, confidential shredding, mail and courier services, office and kitchen supplies, visitor services, and other general office support. Oversee the administrative components of employee onboarding and offboarding, including workspace, equipment and office orientation requirements. Monitor office administration service levels, operational performance and key performance indicators and provide reporting on operational performance and service delivery and implement improvements where required. Ensure office-administration activities comply with relevant organizational policies and records retention, privacy, security, and other administrative requirements. Provide hands-on support to maintain service delivery during absences, peak workloads, special events, projects, or unexpected operational requirements. Prepare administration budget and forecasts, and approve administration expenditures within authorized limit. Lead office facilities, equipment and vendor administration Lead and, when necessary, directly support the day-to-day administration of office facilities, equipment, furniture, supplies, and related workplace services. Oversee and action as needed office and equipment maintenance. Lead approved office space requirements, office reconfigurations, renovations and office improvement initiatives. Manage relationships with office service vendors and external service providers, monitor service delivery and contractual requirements, and facilitate resolution of service issues. Obtain and evaluate quotations, coordinate approved purchases, review invoices within delegated authority, and maintain appropriate vendor, service contract, and warranty documentation. Oversee office equipment and administrative assets, including procurement, inventory controls, maintenance, replacement, and disposal. Oversee visitor management, office access, visitor access cards, and related office security processes, including team member training. Coordinate office health and safety and emergency preparedness activities, including participation on the Health and Safety Committee, workplace inspections, follow-up of office-related action items, and emergency response resources. Manage facility and building-related matters with the landlord and follow up on maintenance and service issues. Monitor facilities, equipment, supplies, and vendor services to identify opportunities for improved service, operational efficiency, and cost effectiveness. Management & Team Development Provide leadership, direction, and performance management when necessary to administrative team members. Participate in the recruitment, development and retention of administrative team members. Conduct team members' annual performance evaluations. Lead and/or support projects within the Administration team. Provide backup support for the Risk Management & Contracts Lead, as required. In support of continuous quality improvement, identify and recommend opportunities to improve departmental services, processes, systems, and procedures. Other duties as required. QUALIFICATIONS: Required Minimum …