Shared Services Coordinator

Women Building Futures (WBF) is a non-profit organization that empowers women to become economically prosperous through industry recognized training. WBF is building an inclusive culture that encourages, uplifts, and celebrates diversity of our employees and the communities we serve. WBF is committed to workplace inclusion based on values of Integrity, Health & Safety, Courage, and Compassion. Career opportunities with WBF are open to all genders. Candidates with diverse backgrounds and experiences are encouraged to apply.

Reporting to the Director, Shared Services, the Shared Services Coordinator will work with and support the various departments within Shared Services, which include:

• Building Operations
• Housing Operations
• Health, Safety and Environment
• Finance
• IT
• Business Information Systems

This role is 100% on site at WBF’s Training Centre.

Key Responsibilities

Shared Services Function

• Providing high level administrative support to Management.
• Active member on the Joint Health and Safety Committee.
• Assisting with management priorities by creating assignments, tracking progress, and resolving issues.
• Preparing and maintaining corporate process, policy, and procedures as well as other needed documents and reports.
• Leading and/or executing administrative work in support of Leadership and WBF Shared Services.
• Provide general administrative support for the annual corporate budget development process.
• Responsible for operationalizing and overseeing the approved Building and Housing budgets
• Efficiently manage day-to-day department, building and housing operations, improving existing or establishing new work processes as needed.
• Oversight of Facilities Coordinator and Custodial personnel.

Housing Operation Functions

• Preparing all lease-related paperwork in a timely and accurate manner.
• Managing and overseeing matters related to our affordable housing rental suites, including but not limited to:
  • Ensuring properties are in good standing.
  • Management of tenant relations, including being available to answer tenants’ questions, arranging property maintenance, and resolving any issues that may arise.
  • Preparing all lease-related paperwork in a timely and accurate manner.
  • Providing exceptional service and support in all tenant engagement and relations

Building Operation Functions

• Overseeing the installation, maintenance, and repair of equipment and appliances.
• Serving as a point of contact between the property owner, contractors, tenants, and onsite deliveries etc.
• Executing daily building operations administration duties.
• Back up after-hours point of contact for troubleshoot and resolution support for any facility-related issues arising outside of regular business hours. Managing relationships with facility contractors.
• Occasionally required to pick up items and materials for the facility or housing.

Skills & Abilities

• Develop positive relationships with a diverse group of people.
• Strong customer relations skills and experience.
• Demonstrate competence and leadership in all situations, including emergencies or high-emotion settings.
• Take initiative, give instructions, and be accountable for results.
• Process and deadline focused.
• Deal with confidential information and delicate situations with tact and discretion.
• Experience prioritizing effectively and pivoting focus when urgent situations arise.
• Accuracy and attention to detail - data entry is one of the most desirable technical skills with the ability to retrieve data quickly.
• Strong computer skills and technology savvy - proficient in Microsoft Suite 2010, working with databases, Customer Relations Management software.
• Effective communication, listening, and customer relations, with experience interacting with diverse contacts. Alignment with WBF’s values and culture, including a commitment to continuous learning, and creating safe, inclusive workplaces with respect for all employees, applicants, students, and stakeholders.

Education & Experience

• Post-secondary training or diploma courses – office administration, administrative assistant, or equivalent is required.
• Experience in property management/maintenance is an asset.
• Familiarity with budgets and project tracking is an asset.

Open until suitable candidate is found. Only short-listed candidates will be contacted.