Hospitality and Facilities Coordinator

Job Title: Hospitality and Facilities Coordinator

Reports to: Human Resources Manager

Location: 3187 Albion Road South, Ottawa, Ontario, K1V 3Y8

Date Prepared: March 2022

Taggart Group of Companies

A family business that’s been around for more than 70 years, the Taggart Group of Companies is a full-service construction organization consisting of four major operating companies. Taggart Group delivers expert leadership in real estate development, planning, design, finance, construction, and management. We develop commercial, residential, and industrial property for our own account and for third party developers. We own, manage, and work collaboratively on commercial and residential investment properties. We enjoy a strong reputation for technical expertise, integrity, and cooperation, and offer our clients the many benefits of vertical integration.

Work Description

The Hospitality and Facilities Coordinator is responsible for supporting various Taggart Group of Companies offices and services in a hands-on, proactive and reactive manner. This role will mainly support office management operations at Albion Road. The Hospitality and Facilities Coordinator will play a key role in the client and staff experience, and will be involved in tasks ranging from workstation set-ups, office moves, seating maps, service contract and repair coordination, procurement, hospitality and support company events.

In this hands-on role, the ideal candidate will have office management experience that includes coordinating various internal and external services, liaising with various stakeholders and ensuring daily hospitality needs at the required locations as per the agreed upon service levels

Main Responsibilities:

• Responsible for the daily maintenance and operations of the offices located at Albion Road and St-Laurent Road, and other locations as needed.
• On a daily basis, ensure meeting rooms, kitchens and other common areas are kept tidy and are stocked appropriately (coffee, milk, tea, cookies, dishes, cutlery, etc.).
• Act as central point of contact for all facility-related inquiries and issues for the employees, assess concerns/issues and liaise with appropriate employee or service provider for resolution. This includes plumbing, electrical, HVAC, windows, elevators, cleaning, blinds, lighting, furniture, etc.
• Liaise with in-house property management support and service providers to coordinate repairs and maintenance of various offices as described above.
• Act as primary contact for external service providers, ensure service providers execute as per contract and renewal as prepared by the property management team, or internally through the HR Department. This includes shredding services, cleaners, window cleaning, and landscaping.
• Maintain master list of contracts and key internal and external contacts related to portfolio.Liaise with internal resources to determine changes to security hours, communicate changes accordingly.
• Coordinate the Training Room requirements for St-Laurent Road office.
• Coordinate internal office moves with appropriate departments, managers and HR department. This includes ensuring a workstation is available and ready for use, set-up of office supplies and other items as needed for onboarding and other purposes. Prepare and send facilities updates with pertinent information on a regular and as-needed basis.
• Procurement and maintenance of inventories of furniture, ergonomic equipment, catering requirements, extra office materials and parts, cleaning supplies, wastebaskets and recycle bins, coffee machines, product and accessories, and other items as required.
• Lead the upkeep of décor, accessories and memorabilia as seasonally required.
• Ensure appropriate signage is procured and installed as needed.
• Assist and support as needed with reception coverage.
• Assist with coordinating and executing various company events and initiatives.
• Ongoing organization, inventory and maintenance of storage spaces to ensure only required items are kept on-site, ensuring items are accessible in a safe manner, and finding storage solutions for departments/companies as required.
• Create and maintain documentation regarding processes, schedules, instructions in the appropriate location. Maintain records for internal and external vendors and contacts.
• Assist with the logistics coordination of office renovations as required.
• Other duties as required.

Job Requirements

• A high school diploma is required. Post-secondary education in business administration is considered an asset.
• 3-5 years of related and progressive experience in an office management, facilities-related, or similar role.
• Ability to work independently, make decisions and trouble-shoot.
• Ability to maintain focus despite frequent interruptions and high-volume of work.
• Ability to communicate widely with a broad range of audiences, through written and oral communication in English.
• Ability to manage and foster relationships with suppliers, vendors, service providers and internal as well as external clients.
• Excellent attention to detail and organizational skills.
• Strong ability to prioritize various tasks and projects.
• Strong knowledge of Microsoft Office suite is required, knowledge of office management software would be considered an asset.
• Experience dealing with service vendor agreements would be considered an asset.
• Bilingual (English and French) considered an asset.
• A valid Ontario driver’s license is required, regular access to a vehicle is preferred.

Physical/Sensory Effort/Work Environment:

• Busy, and at times, a loud work environment.
• Requirement to move various assets, including lifting, pushing and pulling up to 30lbs on a regular basis.
• Providing service to several people or departments, working under many simultaneous deadlines, working for a group of companies.
• Overtime as required to meet the needs of the business requirements.

Application
All candidates are asked to apply via the following link: taggartgroup.bamboohr.com/jobs. Any questions regarding the position can be directed to careers@taggart.ca.

We thank all candidates for their interest, however only applicants selected for an interview will be contacted.

For more information on our company, please visit: http://www.taggartgroup.ca.

Accommodation
The Taggart Group of Companies is an equal opportunity employer. All qualified applicants are considered without regard to race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, gender, sexual orientation, age, marital status, physical or mental handicap, or financial ability.

In accordance with the Accessibility for Ontarians with a Disabilities Act, we’re committed to providing accommodations for people with disabilities in all aspects of the recruitment and selection process. If you require accommodation or special assistance, please send an email to hr@taggart.ca with your request. Your information will be treated as confidential.