Administrative Assistant – Facilities Coordinator

About the role

Black & McDonald’s Facilities Management & Operations team in Toronto is seeking a proactive Administrative Assistant – Facilities Coordinator. Reporting to the Facility Manager, you will support daily operations, inventory control and vendor management to keep facilities running smoothly.

Key responsibilities

• Enter timesheets, process expenses and maintain document controls.
• Implement inventory procedures, manage ordering, returns and stock levels.
• Coordinate vendor relations, process invoices and purchase orders.
• Assist in proposal preparation and change‑order documentation.
• Maintain customer inventory systems (e.g., WASP) and monitor loss‑prevention initiatives.
• Schedule facility usage, vendor services and internal coordination.
• Track work‑order compliance through the CMMS system and manage subcontractor purchase orders.
• Update electronic and manual databases, mailing lists and inventories.
• Support audits, inspections and compliance with health, safety and regulatory standards.
• Provide general administrative support and respond to facility‑related inquiries.

Required profile

• High school diploma; Office Administration diploma or degree is an asset.
• Minimum 5 years of office administration experience.
• 1‑2 years of inventory control experience; construction sector experience is a plus.
• Strong communication, customer focus, accountability and teamwork.

Required skills

• Proficient with MS Office (Word, Excel, Project).
• Experience with JD Edwards or other Oracle‑based ERP systems (asset).
• Familiarity with inventory management software such as WASP, Fishbowl or Inflow.
• Valid Ontario “G” driver’s licence.

What we offer

• Competitive salary $55,000‑$65,000 CAD per year.
• Group insurance, pension plan, discretionary bonus and career development programs.
• Inclusive workplace that welcomes applicants with disabilities.