Administrative Assistant - Plant Maintenance - Etobicoke General Hospital

This role provides day-to-day administrative support to the Facilities and Engineering Department at Etobicoke General Hospital (EGH – Existing Building) which includes – Director, Facility Manager, Assistant Manager, CMMS Coordinator, Project Manager and Operations Staff. This role performs a variety of administrative duties that require comprehensive knowledge of the department, use and/or access to confidential information; and coordinating a range of administrative activities to support the Facilities Department.

Accountabilities:

• Maintains an efficient filing system, as well as electronic data storage for records, documents and correspondence, including filing of confidential information and other Operational and Projects documents.
• Assist in answering Department’s in-coming calls, routes callers, takes messages, and greets visitors and contractors
• Responds to routine inquiries, work orders, and provide needed information
• Coordinates meetings and minute taking, as required
• Scanning, photocopying and faxing time-sensitive documents
• Processes and delivers incoming mail, overnight packages and interoffice mail and distributes to other appropriate departments
• Finance/Purchasing
  • Processes billings, and other expense, claims or check requests
  • Process purchase requisitions
  • Issue PO# to vendors
  • Manage vendor files/PO’s, WSIB and COI
  • Work with Accounts Payable to ensure all paperwork is complete to ensure smooth invoice payments
  • Complete procurement card expenses and  sends monthly report to Accounts Payable
• Processes timekeeping records for payroll purposes
  • Every two weeks submit payroll
• Provides assistance during Department’s training sessions, meetings or external events
• Scheduling
  • Maintains, updates and posts schedule for the Maintenance employees per Collective Bargaining Agreement’s stipulation and clauses
  • Assist in coordinating planned and emergency shutdowns and maintenance repair work
• Maintenance Work Requests/Miscellaneous Duties
  • Assist CMMS Coordinator towards completions of all emergency work requests
  • Assign keys/badges to contractors on site
• Assist and process orders and maintains inventory of department supplies as needed