Responsible for assisting the Facilities Manager with day to day functions of 5 branch offices and other offsite locations.  

Required to participate in the On-Call rotation with other Facilities Assistants.

Based in Niagara however travel to other branches within HNHB may be required.

Office Services:

• Ensures sufficient quantity of office supplies are available
• Monitors & takes action to resolve Facility Support lines
• Actions staff requests for supplies via Facility support line
• Verifies supplies received and stocks shelves
• Reconciles purchase orders with packing and back orders
• Assist in the maintenance of Facilities assigned assets in HNHB asset management system
• Ensures office supply area is clean and tidy
• Ensures hospital offices /Nursing Care Centers receive required supplies
• Maintains master keys list for each branch office of all workstations and lateral cabinets
• Communicate with coffee/snack vendor as necessary
• Maintains toner cartridge inventory and arranges for recycling of used cartridges
• Creates ID badges for staff and guests (including photographing staff for badges)
• Assists with year-end preparation of client records for off-premise storage
• Maintain the Facilities shared drive and the files on the drive to ensure all information is up-to-date and organized for easy use, and appropriate files published to HNHB Intranet
• Provide electronic PO# after proper procurement process has been completed based on support line request
• Arrange for Handyman for general office maintenance and repairs as required
• Provides assistance with larger meeting setup and take down

Building Services:

• Communicates with cleaning staff as requested
• Communicates with cleaners to ensure sufficient quantity of supplies
• Maintains supplies and equipment in conference rooms
• Ensures supplies and equipment are operational in the main office washrooms
• Removes boxes and debris from building when necessary and prepares for disposal
• Ensures that weekly recyclable waste is prepared for pick up
• Assists shredding company with pick up of shredding
• Maintains MSDS binder
• Maintains office storage space, ensures temperature control due to sensitive equipment, cleanliness, space availability and safety measures followed.
• Assists Supervisor, Facilities and maintenance contractors with plumbing, heating, and electrical issues
• Checks thermostat temperature and responds to employee concerns re temperature fluctuations via support line process
• Arranges for movement of furniture and equipment as requested
• Maintains parking permit and allocation lists for the Branch or the hospital sites
• Respond to and complete support line tickets in a timely manner – escalate when required
• Perform Generator checks and ensure PM are completed by outside contracted company and notify fuel company when needed.
• Ensure regular scheduled services (i.e. pest control, mat changes, shredding, Fitness den equipment PM’s, First Aid Kits replenishment, building PM’s) are completed
• Ensure Monthly Fire Safety Inspections are kept in the appropriate log book

Other Related Activities:

• Required to be on call as per current on call roster with other facility assistants on a rotation of one week every 3 to 4 weeks
• Travel to HNHB-LHIN offices and satellites within the HNHB LHIN geographic area.
• May be required to work at different office location within the HNHB LHIN
• Reliable transportation required
• Encourage staff to follow proper procedures for request – support line ticket, Facilities Change request forms or request they talk to their Manager directly
• Provide vacation coverage for facilities co-workers vacations when required
• Initiates purchases and authorizes emergency maintenance activities in absence of Supervisor, Facilities
• Assists HNHB Assistants in setup of meeting rooms as requested and ensures meeting rooms have required facilities equipment
• Arranges delivers equipment and/or office supplies as required
• Leads and/or participates in and demonstrates an understanding of quality, risk and client safety principles and practices. 
• Follows all safe work practices and procedures and immediately communicates any activity or action which may constitute a risk to quality, and client safety.
• Other duties as assigned

Educational Qualifications

• Completion of Secondary School or equivalent

Experience

• Minimum of 1 year previous experience in a similar or related position
• Knowledge of building and security rounds and all after hours building contacts
• Must have facilities experience and familiarity with HNHB

• Basic computer and keyboarding skills
• Problem-solving and decision-making skills
• Negotiation skills
• Flexibility
• Creativity
• Strong organizational and time management skills
• Ability to recognize and meet deadlines
• Excellent customer service and interpersonal skills
• Verbal and written communication skills
• Accuracy and attention to detail
• Self directed and the ability to work independently and in a team sitting