About Us:

Exhibition Place is Canada’s largest entertainment venue, attracting over 5.5 million visitors a year. The 192-acre site is an integral component of Toronto and Ontario’s economy, particularly with respect to conventions, sport, festivals, recreation, culture and tourism. Located at Exhibition Place is the award-winning Enercare Centre, Canada’s largest exhibition and convention centre which is now LEED Platinum certified, and Beanfield Centre conference venue which is LEED Silver certified. Since 2004, Exhibition Place has undertaken an environmental stewardship initiative, entitled GREENSmart; which includes the promotion of sustainable development, environmental initiatives and leading edge green technologies and practices across the site. Our environmental initiatives have resulted in award winning recognition across North America, such as the Platinum Waste Minimization Award from the Recycling Council of Canada and have established Exhibition Place as a world leader in energy-efficient technologies.

Please note this is a 12-month Term Contract, with the possibility of extension.

What can I expect to do in this role?

• Provide administrative support to the Director, Capital Works and the division.
• Assist with the preparation and/or composition of correspondence, memos, spreadsheets and reports.
• Assist with the preparation of the capital works program budget.
• Input and maintain Exhibition Place Capital Projects entries into the City CAPTOR database.
• Coordinate and execute all details related to meetings and if required, record minutes and manage any follow-up issues.
• Assist Capital Works Manager with preparation and evaluation of Capital project Tenders, RFPs and RFQs.
• Provide administrative support for the processing of Capital invoices to ensure compliance with the Construction Act timelines.
• Assist Capital Works manager with the preparation of addenda and liaise with Consultant, Purchasing and other staff during tendering process.
• Follow up with project change notices and change orders to meet contract requirements and coordinate their approvals.
• Assist with the implementation of City’s Capital Compliance process which includes updating and monitoring of City’s Cost Control templates and adjust Capital charge accounts as required.
• Reconcile Capital Project accounts internally as well as with the City’s financial planning.
• Prepare and coordinate the issuance of in-house Capital work orders.
• Update various financial reports for Capital Manager’s review on a monthly/quarterly/annual basis.
• Project Coordination activities of small projects as directed by the Capital Works manager.
• Handle inquiries and requests for information from all levels of staff and external parties related to the division and provide regular updates to the Capital Works manager.
• Liaise with consultants, contractors and the City’s legal for the preparation and execution of construction agreements.
• Provide support with researching information, photocopying, ordering supplies, etc.
• Update and maintain Key Standards and Procedures Manual.
• Update project accounts, requisitions, invoices and all other related correspondence.
• Maintain Capital Works division’s filing system and review updates with the Capital Works manager prior to distributing information to the internal staff as well as to the city.
• Performs other duties as assigned.

How do I qualify?

• Progressive experience in performing administrative duties.
• Experience utilizing software packages (word processing, spreadsheets and electronic mail).
• Experience in minute taking.
• Good interpersonal skills with the ability to communicate effectively both verbally and written.
• Good organizational skills including the ability to prioritize and meet strict deadlines with attention to detail.
• Proven customer skills.
• Good organizational skills including the ability to prioritize and meet strict deadlines with attention to detail.

**Job Vacancy Status:**Existing Position

Application Process:

All applicants must be legally entitled to work in Canada. We carefully review every application - including yours. We're fortunate to have many outstanding people apply to each of our positions. While we appreciate every application that comes our way, due to the high volume we receive, we're not able to follow up with each person individually. If a strong match is found between your qualifications and the needs of the role, we'll contact you.

Diversity, Equity, and Inclusion:

Exhibition Place is committed to fostering an inclusive, accessible environment where all employees and members of the public feel valued, respected, and supported. We are dedicated to building a workforce that reflects the diversity of the public and the communities in which we live and serve.

Accommodation:

We value the unique skills and experiences each person brings to Exhibition Place and are committed to creating and maintaining an inclusive and accessible environment. We are committed to the requirements of the Accessibility for Ontarians with Disabilities Act, so if you require accommodation during the hiring process, please let our Recruitment team know by emailing us at People&culture@explace.on.ca.