Job Position: Operations Support Specialist – Facilities & IT

Department: Corporate Services

Status: Full-Time – 35 hours per week

Location: Mississauga (with local travel)

Compensation: $25.00 per hour plus group health and RRSP benefits.

Indus Community Services is an accredited, not-for-profit community benefit organization that has served local communities for over three decades. We are a registered charity, supported by our donors and by all three levels of government. Through our professional staff, we are a leader in the provision of culturally responsive services to newcomers, families, women & seniors.

Vision: To be leaders in building strong and inclusive communities.

Mission: We are a community benefit organization focused on building resilient and healthy communities by offering person-centered, anti-oppressive programs and services.

Position Summary: Under the general guidance of the Manager – Facilities & IT, the incumbent will be responsible for an array of Facilities, IT support and administrative functions along with purchasing, inventory, asset and database management and support. The person in this position must be able to lift and move items related to supporting facility maintenance and technical support. The individual is also detail-oriented, organized, flexible and able to work independently and efficiently within a fast-paced, demanding environment. Considerable discretion, judgment and initiative are required in organizing routines and handling confidential material.

Responsibilities and Duties: (but not limited to)

* Provide a high level of senior administrative support through research, development and preparation of correspondence, presentations, and reports.

* Ensure facilities and IT repair and purchase requests are completed in a timely manner.

* Develop and maintain vendor, inventory and asset records and tracking databases.

* Manage and organize inventories promptly, and ensure information accuracy.

* Conduct and manage the annual organization-wide inventory process.

* Contact suppliers/vendors to schedule deliveries, resolve shortages, missed deliveries and other issues.

* Assist with the coordination of office space management, renovations/capital projects, allocation of furniture and equipment and all worksite move activities.

* Manage the purchasing process including vendor sourcing and selection, budgeting, price negotiation, order placing, and delivery monitoring.

* Liaise with external maintenance contractors to ensure all repairs, maintenance/repair requests, and renovations projects are completed in a timely manner and within budget.

* Complete and verify invoices for all purchase requisitions for supplies, furniture, equipment and signage.

* Arrange for storage and disposal of surplus/outdated assets and confidential shredding as required and at least annually.

* Coordinate office equipment (fax, printer, photocopier) contracts and escalate service calls as required.

* Responsible for Client Database Administration:

* Monitor, manage and maintain the Caseworks database.

* Ensure that the database structure is secure.

* Effectively make requested changes, updates and modifications to the database within agency guidelines.

* Ensure database security, integrity, stability and system availability and maintain database backup and recovery infrastructure.

* Perform other duties as required.

Qualifications and Skills:

* Post-secondary education in an administrative or business-related discipline plus minimum of 3 - 5 years’ experience or equivalent in education/experience required.

* Comprehensive knowledge of organizational/office practices, procedures, and standards.

* Experience in and a strong understanding of database administration, structure, configuration and installation/updates.

* Knowledge and experience with CaseWORKS Integrated Caseload Management Software an asset.

* Experience working in the non-profit &/or registered charity sector would be an asset.

* Comfortable with ambiguity; proactive; excellent interpersonal and organizational skills.

* Strong attention to detail and flexible to deal with changing demands of the job.

* Ability to lift and move items up to 25kg.

* Organize and prioritize work effectively, with the ability to work independently with minimum supervision and work effectively in a team setting.

* Exceptional communicator – both written and oral communication skills are key.

* Strong service orientation and demonstrated ability to exercise tact, discretion, confidentiality and diplomacy.

* Computer proficiency in MS Office Suite and the internet and experience using a database system.

* Ability to work in a culturally diverse environment and a strong understanding of inclusive and equitable service.

* Ability to work flexible hours including evenings, weekends and to work from any one of Indus’ sites.

* Ability to work flexible hours including evenings, weekends and to work from any Indus work-site.

* Valid Driver’s License with own transportation is required.

* Successful candidates must provide a satisfactory Criminal Background Check prior to commencing employment.

* Indus’ mandatory COVID-19 vaccination policy that requires all employees be fully vaccinated by a Health Canada approved COVID-19 vaccine has been temporarily suspended. Currently new employees will not have to show evidence of vaccination. Indus reserves the right to reactivate this policy at its own discretion based on Public Health recommendations. Individuals with valid medical or other human rights-based exemptions will continue to be considered for appropriate accommodation within the policy and in accordance with the Ontario Human Rights Code.

This job posting is not intended to be all-inclusive. Employee may perform other related duties to meet the ongoing needs of the organization. Indus Community Services is an equal opportunity employer and is committed to establishing a qualified workforce that is reflective of the diverse populations we serve. We are committed to accommodating people with disabilities as part of our hiring process. If you have special requirements, please advise Human Resources during the recruitment process. We encourage applications from all qualified individuals; however, only those under consideration will be contacted. No phone calls please.