Legal Aid Alberta is seeking to fill a full-time Facilities & Finance Administrator in our Edmonton office. This position is required to be in the office full-time and will appeal to an individual that likes to take initiative, is easy-going, collaborative, and exceptionally strong in delivering high-quality results.

Working at Legal Aid Alberta means you care about people and empathize with their situation. You have excellent communication skills both written and verbally, and able to multi-task while adhering to deadlines. You’re computer-savvy and more organized than anyone you know. Fast-paced work environments give you a rush and you’re always up for a challenge. You love learning new things, solving problems, and can adapt to change quickly. You care deeply about the success of our team and our organization.

Job Description

Reporting to the Manager Title, some of the key responsibilities include:

• Coordinate and liaise with regular facility service vendors i.e. Shred-it, maintenance, security system.
• Assist with the coordination of space and office moves.
• Assist with emergency procedure oversight to ensure all buildings have the adequate processes/ procedures and equipment.
• Coordinate and track facility work orders and suppliers.
• Coordination with building operators for all LAA office locations, including but not limited to submitting building ticket requests, assisting staff with building amenities (e.g., onsite gym access, building conference room bookings, etc.), and receiving building notices to be sent to local staff.
• Administer maintenance/testing/inspection programs for of items like fire extinguishers, emergency lighting, and hot water heaters.
• Maintain building access cards & keys for remote LAA locations.
• Maintain parking throughout the organization upon hire, termination, or resignation of LAA employees and contractors, including maintaining a list of those using P-cards for taxable benefit reporting.
• Coordinate unscheduled maintenance issues and facility emergencies, as they occur, for all LAA locations.
• Respond to inquiries regarding facilities process from internal clients and vendors in line with management’s directions.
• Help maintain records including leaseholders’ improvements, maintenance and warranties of assets and equipment.
• Create and maintain regular maintenance logs of all LAA Facilities
• Maintain and assist with physical and electronic record retention including liaising with iron mountain to pick up and store records as well as entering data into the iron mountain database.
• Provide Centralized ordering and receiving for all LAA Locations for items such as office/break-room supplies, paper, etc.
• Work with the Communications department to maintain appropriate signage for all LAA buildings throughout the province.
• Provide data entry as required for AP, AR and Purchasing
• Assign appropriate GL code to invoices or purchase order transactions.
• Assist with various Finance department transaction processing as required.
• Provide support to external auditors, consultants or other assurance providers as required.
• Other duties as directed by the Manager, Accounting and Facilities and Facility Planning & Management Lead

Qualifications

Education and Experience:

• Post secondary education in a relevant field – Acceptable combination of education and experience will be considered.
• 1-2 years' experience with Administration and/or facilities coordination required.
• Accounts Payables/Receivables experience is an asset.

Knowledge and Skills:

• Basic knowledge of Occupational Health and safety legislation with respect to physical buildings.
• Basic understanding of Facility management
• Computer literacy, including MS Office (Word, Excel, PowerPoint and SharePoint), Visio, and Adobe.
• Strong written and verbal communications skills.
• Accuracy and attention to detail.
• Excellent organizational and time management skills.
• Demonstrated ability to work well under pressure.
• A positive, “can-do” attitude with client focused approach.
• Demonstrated commitment to continuous improvement.
• Strong initiative and action orientated with a sense of urgency to get things completed.
• Ability to:
• Deal with clients, suppliers, roster lawyers and coworkers in a positive, professional and confidential manner.
• Adapt to changing environments.
• Maximize use of available technology.
• Handle multiple assignments and changing priorities effectively and efficiently with minimal supervision.
• Find, gather, collect, and analyse information or data for the purpose of supporting or making recommendations.

Physical Demands:

• Ability to lift up to 25 lbs
• Ability to assemble basic office equipment

What We Offer

Perks of working with us

• Competitive wage $41,765.40 to $67,075.08
• RRSP employer contribution
• Health and dental benefits
• Health and wellness accounts
• Employee assistance program
• Team environment
• Work Life Balance

How to Apply

If you got excited at the prospect of being a part of our team when you reviewed this posting and you meet the minimum qualifications, please select ‘Apply Now’ to create your candidate profile. This competition will remain open until a suitable candidate is found. Only those selected for an interview will be contacted.

Requirements

Successful candidate will be required to have a valid drivers license and to provide an acceptable criminal record check.