New Posting - Greater Toronto Airports Authority

Coordinator, Mail & GTAA Corporate Administrative Building Services
Greater Toronto Airports Authority- Toronto, ON
Full-time, Permanent

Reporting to the Manager, Corporate Services, this position is responsible for mail services (internal, external, postal, couriers), and building related functions which includes boardrooms and other related requirements. The successful candidate must be available to commence the duties of the position once a selection decision has been made. Job Description • Processes incoming mail and routes to the appropriate department • Picks-up and delivers mail through the GTAA Administration Building • Responsible to log and distribute all incoming packages through the mailroom as well as through reception • Distributes payroll to GTAA employees throughout the GTAA Administration Building • Responsible for the upkeep and maintenance of the GTAA Administration Building mailroom as well as for the upkeep and maintenance of the mailing machines • Maintains and updates the mail directory of all GTAA employees in conjunction with the Coordinator, Distribution Services • Assumes duties of the Coordinator, Distribution Services position during his/her absence • Stocks paper, replacement toners and waste toner bottles beside all photocopiers in the GTAA Administration • Building to ensure employees can print as/when required and to reduce/eliminate downtime • Responsible for the pick-up and sorting of the used toner cartridges throughout the GTAA Administration Building; packing and returning same to the appropriate suppliers for recycling • Completes courier documents, affixes postage to outgoing mail, prints vouchers for registered mail, and performs other tasks to prepare outgoing mail • Verifies accuracy of invoices received for courier and freight activities and maintains a log of expenditures for each company • Prepares and processes chargebacks to applicable departments • Create, update and maintain spreadsheets for statistics related to the position for historical and benchmarking purposes • Cross-train within Corporate Services for additional knowledge and better appreciation of how the unit functions, its impact on the departments and company overall • Works in the best interest of the company to ensure the GTAA Administration Building (corporate headquarters) is a well-maintained property in conjunction with Airport Planning & Technical Services. • Is the “Go-to” person for GTAA Administration Building for property maintenance and operational issues • “Day of” contact person on IOCC call-list for information regarding GTAA Administration Building issues. • Serve as a Notification Board of GTAA Administrative Building, coordinate and oversee common area space for activities (i.e.: bake sales, event locations, impact on people, closures, etc.) • As required, provides ‘meet and greet’ services as the Corporate representative and escort for guests of the GTAA (probably needs to expand on that) • Conducts regular walk-throughs of the building to identify maintenance issues. Prepares maintenance work orders and submit for action • Coordinates all repairs with maintenance staff as required. Provides escort to maintenance contractors as required • Learns building routine maintenance schedule and provide escort or coordination services as required. Provides signage for service interruptions (i.e.: broken equipment, events, etc.) • Post notices on the Bulletin Boards and Employee Bulletin Boards throughout the GTAA Administration Building • Prepares applicable portal announcements for GTAA Administration Building for GTAA events or maintenance activities. Coordinates building access for the loading dock and main entrance areas to ensure fire routes are adequately maintained at all times • Responsible for the enforcement and maintenance of the GTAA Administration Building loading dock control • Responsible for the control and issuance of the GTAA Administration Building Locker Program • Also responsible for the movement of the dividing wall at the GTAA Administration Building as well as the AESC Building. Completes boardroom checklist and ensures boardrooms are tidy and well equipped twice daily • Provides boardroom set-ups and provision of meeting room equipment (including audio visual/electronic equipment). • Assigns, logs and follows-up on any equipment not returned in a timely manner. Updates log accordingly • Ensures all boardroom equipment is complete and in proper working order including RoomView equipment • Posts schedules of meetings at each boardroom location where/when RoomView equipment is not working properly • Places trouble calls in response to equipment failure. Accepts boardroom reservations and backs up reception (secondary) • Other duties as required Job Requirements Qualifications:  • Must possess high school diploma • Minimum one (1) year in property facility management experience or certification/diploma in property management facility management • Must be able to obtain and retain a Transportation Security Clearance, preference will be given to those with existing Security Clearance • Must possess an Ontario Driver’s License (G) with a good driving record – driver’s abstract may be requested • Must be able to obtain DA AVOP within 30 days from the date of commencement Knowledge, Skills and Abilities:  • Excellent problem solving skills • Demonstrated experience in office practices and procedures including database updating as it relates to monitoring of costs and statistics for financial and benchmarking purposes • Minimum 2 years’ experience in dealing with the public and working in public-facing role • Knowledge of mailroom procedures, courier services and the operation of basic equipment such as boardroom equipment, AV equipment, postage meter, courier websites, etc. • Knowledge of departments and locations of employees located in the GTAA Administration Building considered an asset • Experience in office practices and procedures including database updating Must be a self-starter with the ability to work with minimal supervision Strong attention to detail is essential • Understanding of the reception operation as it pertains to the GTAA Administration Building is preferred • Software skills: Microsoft Office – Word at an intermediate level; proficient level in Outlook and Excel for boardroom scheduling and statistics/benchmarking purposes related to this position • Knowledge of i-Share or similar records management software; knowledge of visitor software • Strong communications skills (oral, written and listening) • Exemplary interpersonal skills is essential for success in this role For further information, or to apply, please click here