Facilities Assistant

Location: Toronto, Ontario, Canada
Date Posted: 12-21-2018
Facilities Assistant
Toronto, Ontario


Business Summary
Brookfield Asset Management Inc. (“Brookfield”) is a global alternative asset manager with over $330 billion in assets under management. Brookfield has over a 115-year history of owning and operating assets with a focus on property, renewable power, infrastructure and private equity. Brookfield offers a range of public and private investment products and services, which leverage their expertise and experience and provide a distinct competitive advantage in the markets in which they operate. Brookfield is co-listed on the New York and Toronto Stock Exchanges under the symbols BAM and BAM.A, respectively, and on the NYSE Euronext under the symbol BAMA. For more information, please visit our web site at www.brookfield.com. 

The Technology Group and Human Resources Services are internal functions providing global operations and business supports across Brookfield Asset Management business segments.

Position Summary
The Facilities Assistant will be reporting directly into the Manager, Office Services.  The Facilities Assistant will be responsible for; welcoming all guests while managing the main Brookfield telephone lines, inquiry resolution, conference center as well as other detail-oriented, administrative tasks in a fast-paced, multi-business unit environment. In addition to the reception duties, the position will support the mailroom and will work closely with the Manager, Office Services to complete special facilities projects when requested.

Responsibilities

Reception management (70%)
  • Greet & welcome all internal and external visitors, clients and corporate executives
  • Assist guests with coats, luggage, refreshments, wireless networks, etc.
  • Direct all internal and external visitors, clients and corporate executives to meeting rooms
  • Manage concierge duties, including car service booking, catered meeting requests and assistance with reservations as needed
  • Swift and courteous acknowledgement and action of all incoming emails from staff; proactive coordination with staff regarding visitors, meetings and meeting requests
  • Screen all incoming phone calls and direct to appropriate parties; collect and distribute phone messages in close coordination with Brookfield administrative and executive staff members
  • Ensure the reception area/office is well maintained in coordination with facilities
  • Coordinate with and ensure the Day Matrons are up to date with meeting room requests and all rooms are fully stocked
  • Proactively manage meeting room conflicts, i.e. meetings running long or double bookings
 
Mailroom duties (15%)
  • Support the mailroom in busy times and be fully trained to back-up the Mailroom Assistant
  • Duties are:
    • Complete four scheduled daily mail runs picking up and dropping off inter-office/posted mail, messenger and courier packages
    • Prepare daily FedEx and Purolator shipments and code accurately to ensure proper expense allocation
    • Track and provide proof of delivery for shipments as requested
    • Prepare all outgoing mail, sorted by company, for posting by contracted mail service
    • Maintain incoming log of all IT packages for pickup by Deskside Support
 
Facilities duties (15%)
  • Coordinate small events
  • Cost tracking and coding in Excel to ensure proper expense allocation back to each business unit
  • Partner with Office Services and building management to oversee office work orders (e.g. maintenance requests)
  • Order and track passcards including Third Party Vendor audits
  • Ad hoc correspondence and letters using Word and PowerPoint
  • Inventory and stock all office supplies
  • Assist with office moves
 
Qualifications & Requirements
 
  • Minimum 2 years of experience in a receptionist or administrative support role in a busy, corporate setting
  • Strong interpersonal and communication skills to ensure clients and colleagues have a positive “Brookfield experience”
  • Polished, high-end demeanor, demonstrating tact, diplomacy, composure and discretion
  • High degree of professionalism, comfortable working in an executive setting
  • Post-Secondary Education required
  • Experience balancing multiple requests, telephone lines
  • Excellent verbal and written communication skills
  • Consistent attention to detail and accuracy
  • Strong work ethic, "will do anything" attitude with flexibility to support requests outside of considered job scope
  • Demonstrates superior self-organization and prioritization of responsibilities and assignments
  • Works well with team members by sharing responsibilities productively
  • Highly motivated; able to function independently or as a team member
  • Proficient user of Microsoft Office tools and Microsoft Outlook
  • Utilizes problem-solving skills in a deliberate and well-considered manner to resolve issues
  • Willingness to work overtime when needed
  • Lifting up to 50lbs is required
 
 
Brookfield welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.
 
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