Facilities Specialist HART Hub

Who we Are:

Canadian Mental Health Association Durham is an integrated community mental health and primary care hub that has been providing mental health services to Durham Region for over 60 years.

During that time it has evolved to provide a broad range of services to individuals and their families experiencing mental health challenges from information and education to case management psychosocial rehabilitation housing and primary healthcare. These services are provided through inter-professional teams focused on providing clinically based services that in addition to dealing with client mental health issues address social determinants of health using the recovery model.

Overview of the Role:

This position works as part of the Facilities Department within the Canadian Mental Health Association Durham (CMHA Durham).

Reporting to the Facilities Lead this individual will have responsibility for overall facilities integrity. This includes administrative function inspections furniture coordination contract and employee liaising service evaluations and security management. They will also play a role in Health and Safety functions such as assessing risks posting signage and prioritizing safety-related maintenance. They will provide expertise in building environmental systems being a subject matter expert for the Facilities Department.

Location: HART Hub employees may begin work at 60 Bond St. West and will move to the designated HART Hub location in Oshawa at a later date.

Duties and Responsibilities:

Department & Administrative Support

• Provides support to the Facilities department acting as main point of contact. This includes welcomingvisitors to the department managing contractor sign-in/sign-out handling incoming calls and overseeing email correspondence.
• Acts as the primary email representative for the Facilities Department managing internal and externalcommunications including drafting and distributing messages to employees and vendors.
• Maintains and develops departmental filing systems (contracts reports invoices etc.)
• Scanning copying and document management
• Meeting coordination agenda development and minute taking
• Provides support coverage for departmental peers
• Presents contracts nearing renewal for review

Communications & Email Management

• Point person for the Facilities department
• Receives addresses and redirects internal and external communications
• Drafts and distributes messages to employees and vendors

Facilities Ticketing & Work Order Management

• Maintains and operates the Facilities ticketing system to ensure information is monitored and accurate andservice commitments are maintained.
• Gathers additional information and conducts initial investigations
• Provides process guidance to requestors
• Creates work orders for internal staff and external contractors

Building Projects & Contractor Coordination

• Assists in investigating and coordinating major building projects
• Prepares quotes and provides recommendations
• Coordinates bidding for building projects (including satellite offices)
• Ensures all contractors sign confidentiality and clearance agreements prior to service provision and on a regular basis. These are stored in accordance with relevant policies and guidelines.
• Collects supporting documentation and coordinates contractor access

Inventory Procurement & Data Entry

• Ensures data is entered accurately for invoices and key performance indicators
• Conducts audits and manages department inventory
• Audits and orders inventory fills orders for employees and maintains data for personal protective equipment to support infection prevention and control
• Maintains building wish lists and coordinates surplus spending projects

Cleaning Sanitization & Maintenance Scheduling

• Coordinates sanitization and cleaning requests
• Evaluates contracted service schedules and monitors service quality

Building Operations & Security Systems

• Manages all building access: badges keys parking vendor/community partner visits
• Maintains key records
• Oversees security camera footage review maintenance and troubleshooting
• Manages building closure scheduling and programming

Facility Walkthroughs & Safety Compliance

• Conducts regular building walkthroughs to identify issues
• Assists in fire safety coordination: annual drills evacuation diagrams Fire Safety Plan updates and relatedtraining

Office Turnover & Space Management

• Receives and coordinates tickets in terms of office turn over for employees including assessing electrical and space requirements communicating furniture removal and set up time frames direction to employees in terms of preparation for office moves and Information Technology ticket requests for tech removal and set up.
• Coordinates furniture ordering and replacement including assessing space quoting and asset tagging

Fleet & Vehicle Management

• Coordinates company vehicle reservations and onboarding ensuring the prerequisite training is complete and driver qualifications are met.
• Coordinates regular servicing and associated data entry including following guidelines to expeditemaintenance concerns and address traffic violations and accidents.

Client Safety

Adhere to CMHA Durham client safety programs including program policies as well as infection control andprevention partnership with clients family members and fellow staff maintain open lines ofcommunication to assist the organization in identifying and achieving quality outcomes for client safety. Report client safety incidents and suggested improvements to manager or delegate.

Other Duties as Assigned

• Attend participate in team meetings and all employee meetings
• Participate in organizational quality improvement activities e.g. accreditation projects committee work special events
• Participate in quality improvement activities at the team/program level

The above statements are intended to describe the general nature and level of work being performed by theincumbent(s) of this job. They are not intended to be an exhaustive list of all responsibilities and activitiesrequired of the position.

Effort:

• Sits at desk stands and walks daily to perform the duties of the job
• Concentration attentiveness and creativity required daily to answer inquiries format documents prepare documents listen to staff and colleagues etc.

Risk Management:

Minimizes risks adhering to CMHA Durham Policies and Procedures identifying assessing evaluating and controlling risks ensuring well-being of employees and clients.

Qualifications:

• Post-secondary degree in office administration and/or equivalent combination of education experience and/or lived/life experiences is required.
• A minimum of 2 years experience in reception/customer service in a number of functional areas including experience handling inquiries via phone and email managing requests managing office and operational inventories coordinating with internal and external stakeholders handling sensitive information and maintaining accurate records.
• Post-secondary education in Building Environmental Systems - Facility Management (Certificate) preferred.
• Excellent interpersonal skills with the ability to interact with staff external partners and contractors in a confident courteous and professional manner
• Strong written communication skills and the ability to communicate effectively tactfully and professionally
• Ability to be flexible and adaptable to changing needs and demands
• Ability to multi-task be organized and work with a number of projects
• Knowledge and experience in building/property management processes and security systems would
  be an asset
• Excellent knowledge of MS Office (Word Excel Access PowerPoint and Outlook) and database management
• Ability to maintain confidentiality
• Strong knowledge in various aspects of applicable legislation
• Effective client relationship building skills; understanding the clients needs and background
• Ability to work independently and co-operatively as part of a team management stakeholders and partners such as external vendors
• Able to integrate CMHA Durhams philosophy of being a welcoming organization into everyday practice.
• General knowledge of the mental health environment in Ontario.
• Ability to adapt to change and navigate through ambiguous situations
• Knowledge of Indigenous communities and cultural practices (preferred).
• Satisfactory current Vulnerable Sector Check and satisfactory Professional Work References required.
• Knowledge of Indigenous communities and cultural practices (preferred).
• Basic to Intermediate proficiency in French considered an asset.
• Work outside of normal business hours as required in compliance with the Disconnect from Work Policy

Working Conditions:

• Works on site in open office settings
• Exposure to deadlines multiple demands distractions/Interruptions and occasionally to abusive/irate clients

What we Offer:

CMHA Durham is a non-profit community-based organization that believes that mental and physical health care is for everyone regardless of class race sexuality gender age faith or ability. With a flexible working model (within reasonable parameters of the program) memberships to meditation apps competitive vacation wellness time and 100% employer paid health benefits work-life balance is not only encouraged but expected. Our Monday Friday work week has 35 hours for most position and everyone gets their birthday off with pay.

Read more about us at Durham endorses the principles of workforce diversity and does not use AI algorithms or automated decision-making in the recruitment process. All qualified candidates are encouraged to apply; however only those selected for an interview will be contacted.Please advise us if you require any level of accommodation; we are here to help and support you.

Required Experience:

Senior IC