Legal Aid Alberta is seeking to fill a Permanent, Part-Time Facilities & Finance Administrator in our Edmonton office. This position is required to be on-site and will appeal to an individual who takes initiative, is easy-going, collaborative, and exceptionally strong in delivering high-quality results. This position is primarily focused on Facilities Administration, with secondary responsibility for Finance support.

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 Facilities Planning & Management Lead, key responsibilities include:

Facilities Administration (Primary Responsibilities)

• Coordinate and liaise with regular facility service vendors i.e. Shred-it, maintenance, Van Houtte, security system.
• Coordinate unscheduled maintenance issues and facility emergencies, as they occur, for all LAA locations.
• Provide Centralized ordering, and receiving for all LAA Locations for items such as office/breakroom supplies, coffee, paper, etc. Stock Edmonton items.
• Respond to inquiries regarding facilities process from internal clients and vendors in line with management’s directions.
• 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 heat pumps.
• Sort and distribute hard copy correspondence, including mail distribution for Contact Centre
• Work with the Communications department to maintain appropriate signage for all LAA buildings throughout the province.
• Help maintain records - leaseholders’ improvements, maintenance and warranties of assets and equipment.
• 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.
• Create and maintain regular maintenance logs of all LAA Facilities
• 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.
• 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

Finance Support (Secondary Responsibilities)

• Perform routine bank deposits
• Provide data entry as required for AP, AR and Purchasing
• Assign appropriate GL code to invoices or purchase order transactions.
• Provide support to external auditors, consultants or other assurance providers as required.
• Provide financial admin support to the IT department, including PO receiving, invoice review and ad hoc reporting
• 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 facilities coordination and Administration required.
• Accounts Payables/Receivables experience is an asset.

Knowledge and Skills:

• 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.
• Basic knowledge of Occupational Health and safety legislation with respect to physical buildings.
• 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, staff lawyers, 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 and ability to stand and/or walk for prolonged periods.
• Ability to assemble basic office equipment

Salary Range: $34,489.00 to $49,998.00

On-site hours of work:

• 25 hours per week
• 5 hours per day Monday – Friday. Scheduled between 8:15 a.m. and 4:30 p.m.

What We Offer

Perks of working with us

• RRSP employer contribution
• Health and dental benefits
• Health and wellness accounts
• Employee assistance program
• Team environment

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 must hold a valid driver's license and will be required to provide an acceptable criminal record check and social media screening.