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Facilities and Corporate Administration Specialist

Location: Ottawa, ON
Posted on: May 15, 2020

At March Networks, our goal is to create a positive working environment where all of our employees can thrive. When you join our team, you’ll enjoy flexibility and support for a healthy work-life balance, as well as the professional development opportunities needed to advance your career. You’ll be part of a growing global technology company that encourages teamwork and innovation, and where friendships are forged with colleagues all over the world. Our employees enjoy a comprehensive Total Rewards Package including attractive time-off policies and an annual bonus plan. At March Networks, we value your hard work, creativity and your passionate desire to deliver only the best to our customers, partners and each other.

Opportunity:

The Facilities and Corporate Administration Specialist ensures the effective management of facilities services and office supplies at the Corporate Headquarters. This individual also supports legal in maintaining business systems and databases and provides general administrative and project support to the corporate functions, as required.  As an individual contributor, the Facilities and Corporate Administration Specialist also ensures office procedures and policies are in place to address key office management operating procedures including health and safety requirements.

Duties and Responsibilities:

Facilities

  • Oversee and coordinate office administrative procedures and reviews, and evaluate and implement new procedures
  • Coordinate and plan for office services, such as space relocations, equipment, supplies, coffee, forms, maintenance and security services
  • Set standards for maintenance of the office and co-ordinate with external services to provide a clean and safe work environment
  • Provide input and administer budget for contracts, equipment and supplies
  • Work as the main contact between external office/facilities service providers and vendors and review invoices to validate accuracy
  • Maintain the floor plan and works with Human Resources to assign space
  • Co-ordinate office moves and changes and draws in appropriate resources such as IT, or other external services
  • Co-ordinate routine office maintenance and repair work
  • Order, track and de-activate employee badges with building security
  • Check and spot clean cubicles for new hires and departing employees
  • Maintain the meeting rooms, common areas and arrange for catering, as required
  • Co-ordinate and maintain procedures for safety inspections and preventive maintenance programs
  • Arrange for health and safety equipment to be tested on a regular basis and ensure First Aid kits are appropriately stocked
  • Review and update health and safety policies, and attend health and safety training
  • Co-ordinate the health and safety program and acts as the team leader
  • Maintain emergency evacuation plan and act as fire warden
  • Provide consultation on a variety of facilities and administration issues and work closely with all employees/leaders to facilitate effective relationships
  • Organize employee appreciation events
  • Participate in facilities/administration related projects, as assigned
  • Provide call handling services and maintin visitor sign-in/-out logs

Legal and Executive Support

  • Liaise and support shareholder enquiries and issues
  • Maintain corporate filings and minute books
  • Maintain legal Sharepoint site and contract database
  • Provide assistance on defining corporate processes and policy documentation and communicate as appropriate
  • Manage the CEO’s calendar
  • Coordinate all travel related activities for the CEO, booking flights, making hotel and vehicle reservations, preparing itineraries and completing travel expense reports
  • Assist other members of the Senior Management team, as required
  • Research, compile and summarize confidential and sensitive information to facilitate the preparation of documents and reports
  • Work outside standard hours when required during peak periods or during Board of Director meetings

Qualifications:

  • Business Administration Diploma, or equivalent
  • Minimum 10 years of prior administration/office management experience
  • Strong customer service attitude
  • Ability to multitask and communicate effectively with individuals at all levels in the organization both verbally and in writing
  • Strong problem solving and analytical skills
  • Strong planning, organizational and time management skills
  • Ability to act independently upon information and make decisions that achieve optimal results
  • Strong negotiation skills and techniques
  • Strong understanding of contractual language
  • Knowledge and understanding of the Health and Safety Act and company requirements
  • Sufficient understanding of specific departmental environments to elicit support and co-operation from all levels of management
  • Basic proficiency in word processing, Internet and presentation software
  • Openness to new ideas and approaches
  • Ability to prioritize tasks based on relative importance and urgency
  • Strong understanding and appreciation of a diverse work environment with demonstrated skills and abilities to relate well to people and work collaboratively in team/project oriented activities
  • Excellent project management skills

March Networks is an equal opportunity employer and supports a diverse workforce.

Accommodations are available upon request for candidates taking part in all aspects of the selection process. Applicants can make their accommodation needs known to us in their application.

Apply now
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