+1-613-744-7257

Facility & Office Coordinator

MDS Aero Gas Turbine Engine Solutions

MDS is a fast-growing Aerospace Engineering firm currently servicing some of the world’s leading companies in more than 15 countries worldwide including Rolls-Royce, Siemens, General Electric and Pratt & Whitney. MDS not only provides custom built test facilities and test systems for aviation, industrial, and marine gas turbine engines, we also provide world class service to back it up.

We’re looking for a Facility & Office Coordinator to join our team in Ottawa, Ontario. Reporting to the Office and Facilities Manager, he/she is responsible for supporting the day-to-day operations of the Ottawa office. He/she is tasked with assisting with facilities, administrative support and general office services.

Responsibilities

Facilities Administration

  • Perform daily inspection of the premises and troubleshoot any issues that may arise.
  • Administer Zendesk online facility ticketing system.
  • Ensure quick resolution to any facilities or property management issues that may arise.
  • Assist with coordination and communication between MDS and its Property Manager.
  • Coordinate services with external suppliers and vendors.
  • Act as liaison between MDS staff and Office and Facilities Manager for issues that require escalation to a higher level.
  • Assist with coordination of office moves and/or renovations.
  • Assist with space planning and office seating arrangements and assignment of desks, and other assets as necessary.
  • Participate in internal monthly facility management meetings.
  • Participate on the JH&S Committee.
  • Assist with maintaining cost controls and contract compliance.
  • Assist with overall facility security.

 Office Administration

  • Support the Office and Facilities Manager to ensure the smooth and seamless running of the office.
  • Maintain and update corporate org chart. Keep track of all mandatory Health & Safety training requirements. Keep track of employee renewal dates, organize training and ensure employee records are kept up to date.
  • Work closely with external training providers to schedule Health & Safety training (e.g. Working at Heights, Aerial Lift, etc.) for new employees and those who must renew their certifications.
  • Track training dates and completion dates on the training master list.
  • Assign Health & Safety training to employees using HRDownloads.
  • Track training completion on HRDownloads and send reminders to employees who haven’t completed their task.
  • Assemble, consolidate and post various company data and departmental presentations to support our Key Performance Indicators.
  • Perform various administrative duties as required (e.g. document editing, information processing, spreadsheet updates).
  • Provide administrative support for the Controlled Goods Program when needed (e.g., performing reference calls)
  • Provide backup for Office Administrator duties when needed (e.g. catering assistance, stocking supplies, monitor boardroom tidiness, reception, etc.).
  • Provide ad hoc support services to MDS employees and management teams (e.g. finding various third-party providers to provide support on projects or working with customers).
  • Perform Reception duties when required.
  • Assist as required with annual and ad hoc fundraising, social and client-related events such as: Annual Fundraising Campaign, MDS’ annual Christmas party, Toy Mountain, Food Bank, Snowsuit Fund, Crocus/Daffodil ordering, etc.

Education & Qualifications:

  • A diploma in a Business Administration or equivalent combination of education and work experience
  • A minimum of 5 years of Facilities and Office Administration experience
  • Excellent analytical and problem-solving skills
  • Highly energetic and innovative with a take-control attitude
  • Strong interpersonal skills; the role requires daily interaction with MDS staff throughout all levels of the organization
  • Proven ability to effectively multi-task
  • Ability to exercise good judgment in recognizing scope of authority and protect confidential information
  • Strong organizational skills, and ability to prioritize tasks
  • Strong customer service orientation
  • Experience in coordinating and executing office moves is considered an asset

Skills

  • Strong communication (verbal and written) and organizational skills
  • Friendly and personable demeanour
  • Customer service orientated
  • Demonstrated capability to manage multiple tasks
  • MS Office
    • Outlook – Advanced
    • Word – Advanced
    • Excel – Advanced
    • PowerPoint – Intermediate
    • Visio – Basic
  • Second language skills an asset

Why Join MDS?

There are many reasons to consider working with the MDS team:

  • Canada’s Best Managed (Gold Standard)
  • Competitive wages
  • Employee Bonus Program
  • Health Benefits
  • International travel
  • Impact on Aerospace Industry
  • Solid reputation
  • Diverse workforce
  • Positive work environment
  • Pension Plan
  • Company Events – Holiday Party, Golf Tournament, Town Hall Meetings, and Executive-Led Breakfast Club
  • Community Events – Dragon Boat Festival, HOPE Volleyball, Soccer and Hockey Tournaments, and other fundraising activities

Corporate Values

At MDS our values drive our actions and behaviors to foster the most positive and productive environment for our Employees, Customers, and Partners. Candidates must demonstrate a proven ability to demonstrate the following MDS values: Communication, Passion, Accountability, Teamwork, Care and Respect.

Candidates who consider themselves a team player are invited to submit their resume in confidence to recruiting@mdsaero.com.

MDS is an equal opportunity employer. MDS does not discriminate against any employee or applicant for employment because of age, race, color, mental or physical disability, religion, sex or national origin or ethnic origin.

We thank all applicants for their interest, however, only those candidates who meet or exceed our requirements, are legally eligible to work in Canada and do not require sponsorship will be contacted.

Please visit our web site https://mdsaero.com to view all open positions.

Telephone calls not accepted from candidates or agencies.

OPEN POSITIONS

OTTAWA, ONTARIO - CORPORATE HEADQUARTERS

THOMPSON, MANITOBA - GLACIER FACILITY

DERBY, ENGLAND - UK FACILITY

Canada's Best Managed Companies
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