Job description
Vacancy Type:
Full-time Permanent and Full-time Temporary (6 months)
Salary/Hourly Range:
$35.98 - $39.25/hour
Work Details (Days/Hours):
Monday – Friday 35 hours per week
Hybrid Eligible
Yes
Affiliation:
CUPE Local 79
Contract Length:
Temporary 6 Months
Division and Department
Facilities Management
Location:
729 Petrolia Road and 35 Carl Hall Road
Number of Vacancies:
Two (2)
Existing/New Job:
Existing
Grade:
TCHC 4
Vacancy Status
Existing
Candidate List or Eligibility List:
Candidate List
What we offer
In addition to competitive compensation and a rewarding career where you can truly make a difference, we offer a comprehensive package that meets the various needs of our diverse employees, including:
Ability to participate in inclusive employee-led networks to educate, inspire, amplify voices, build relationships and provide development opportunities;
Three (3) weeks paid annual vacation days, increasing with years of service;
Four (4) paid personal days;
Defined benefit pension plan with OMERS, includes 100-per-cent employer matching;
Health and dental benefits;
Employee and family assistance program;
Maternity and parental leave top up (93% of base salary);
Training and development programs including tuition reimbursement of $1500 per calendar year.
Fitness membership discount;
This job offers the opportunity to work from home as part of a hybrid work arrangement. This arrangement will allow you to work some days at a TCHC work location and the rest of the time from home. The amount of time required to work at a TCHC work location is flexible, while considering operational and service delivery requirements.
Make a difference
The successful candidate will perform varied administrative duties and specialized clerical functions.
What you’ll do
Responds to telephone and email enquiries.
Keeps current on appropriate legislation, policies, events, etc., to enable current information.
Maintains computerized system/databases by updating percentage complete for work orders and job numbers, ensuring timely progress billing to clients on a daily basis.
Create work orders, job numbers and quotations on a daily basis.
P-Card/Credit Card reconciliation, including collecting from trades and matching all invoices to monthly reconciliation report, obtaining lost/missing receipts from account holders or suppliers.
Inputting invoices into computerized database (i.e. CMS system) and tracking of invoice approvals.
Tracking vendor costs to ensure payment of all invoices by year end.
Contact vendors for billing, past due invoicing, quotation verification, and other related items.
Create various spreadsheets and documents using Microsoft Excel and Microsoft Project
Create, close, fax and file purchase orders to vendors (suppliers/subcontractors).
Assign purchase orders and work orders to all incoming invoices and distribute for signature.
Keep ongoing and documented record of work order job numbers with description of work.
Create hard copy files for work orders and jobs that require documentation of material filed.
Prepare close-out documents including maintenance manuals, warranties, etc for jobs completed.
Fleet Management – ARI reconciliation, tool inventory.
Enter trades hour into computerized database.
Track vendor cost by entering invoices related to specific job into computerized database and reconciling batches.
Petty Cash disbursements and reconciliation.
Prepare correspondence, notices (including translations), letters, emails, and blue prints to be copied and delivered.
Schedule meetings, prepare agendas, take minutes, order refreshments, location & meeting room bookings and attend various meetings.
Maintain list for cell phones, filing monthly phone usage records, notify manager of anomalies.
Prepare and order courier packages for pick-up and delivery.
Advise response centre, in writing, of emergency contact information and scope of work for all jobs upon commencement.
Prepare financial reports, vendor and customer files.
Prepare documentation for pre-construction meetings, job closings and warranties.
What you’ll need
Demonstrated knowledge of housing related legislation, by-laws, policies, etc.
Demonstrated experience using TCHC financial systems with ability to extract and compile data.
Working knowledge of TCHC’s organizational structure would be helpful in responding to enquiries from internal and external sources and to appropriately direct documents within the organization.
Demonstrated oral and written communication skills are required to compose correspondence and respond to information requests from a wide range of internal and external contacts.
Experience utilizing a variety of computerized PC office systems with demonstrated ability in various software products including MS Office and SQL.
Experience with international craft tradespeople and Collective Agreements would be an asset.
Must be able to organize, prioritize a heavy and constant workload and meet deadlines with conflicting priorities
What’s next
Once you apply, we’ll review your resume and contact you if we believe your skills and experience will make you successful in the role. If you are selected to move forward, the process will include one or more interviews and/or assessments and reference checks.
Candidates for unionized positions must score a minimum of 70% to pass any interview or assessment and be considered for the next stage of the recruitment process. Successful candidates will be determined based on score and where applicable, union seniority. Not all candidates who score 70% or higher will automatically proceed to the next stage of the recruitment process as this will be dependent on the number of candidates and number of available roles.