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Vector Institute

Facilities Coordinator (Co-Op/Internship)

Operations – Toronto, Ontario
Department Operations
Employment Type Intern
Minimum Experience Entry-level

The Vector Institute is seeking a co-op Facilities Coordinator to help support our growing team in Toronto. Reporting to the Office Services Manager, you will be responsible for providing administrative and logistical support for the daily operations and events at Vector, as well as supporting the expansion of services and amenities available to the faculty, students, and staff members.

Contract Dates: September – December (Flexible)*
Compensation:  $18/hr (36.25 hrs/week)
*Option to extend to a Full Time-Regular role based on performance and ongoing business needs. 

KEY RESPONSIBILITIES

Administrative

  • Track and maintain inventory of office, cleaning, and kitchen supplies
  • Work with suppliers to ensure timely machine maintenance for coffee machine, printer, audio-visual systems, and other office elements
  • Accept deliveries, coordinate shipping, and manage mail pickup and distribution
  • Work with building security and internal tracking framework to process requests for access to the space and other resources
  • Liaise with building’s Tenant Services to ensure regular maintenance and that any non-routine cleaning or work is completed on time and to tenant satisfaction
  • Assist with financial tracking within the Office Services department and work with Finance to ensure invoices are paid in a timely manner

Event Setup & Logistics Support

  • Ensure rooms are set up appropriately for events, including configuration of multi-purpose rooms, catering, and AV setup
  • Assist the Events Manager with setup and running of onsite events, including academic talks and functions, industry-oriented presentations, and community-building social events
  • Facilitate conflict-free use of the space by working with students, faculty, and staff to schedule and manage room booking calendars and other systems

Office Services

  • Perform a daily tidy of the kitchen area, including maintaining coffee machines and running the dishwashers
  • Act as a resource for staff, faculty, and students for AV troubleshooting, room booking, and meeting setup as needed
  • Support Office Services Manager in sourcing and installing auxiliary systems such as visitor check-in and remote room booking
  • Assist with office moves, desk trades, and ensuring new staff and researchers are properly equipped to work comfortably
  • Regularly update a visual directory to include new and visiting researchers, which may require photographing those who do not have a professional headshot readily available
  • Perform other related duties and responsibilities as required

PROFILE OF IDEAL CANDIDATE

  • You currently possess, or in the process of achieving, a university degree or college diploma in hospitality or a related field
  • You are currently in, or have previously been in, a Facilities Coordinator or similar role and are comfortable in a fast-paced, growth-oriented organization where you are frequently called upon to manage issues in a timely manner with little formal procedure. 
  • You are proficient in Microsoft Office 365 and the Google Suite of services.
  • You have exceptional written and verbal English communication skills.
  • You are highly organized and can bring order to sometimes-chaotic situations, are adept at prioritizing conflicting needs, managing limited resources and handling matters expeditiously, and follow projects through to successful completion, often with conflicting and undefined deadlines.
  • You are a creative problem solver with a keen attention to detail and the ability to actively manage and minimize issues before they arise.
  • You enjoy working alongside of and collaborating with with a variety of people from diverse personal and professional backgrounds who are entrepreneurially-minded, mission driven, results oriented, and laser focused.
  • You strive to create and support a respectful, friendly, fun, and safe environment for staff and researchers alike.
  • You have a positive attitude, integrity, great character, a sense of humour, and bring positive energy and outlook to a corporate culture.

 

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  • Location
    Toronto, Ontario
  • Department
    Operations
  • Employment Type
    Intern
  • Minimum Experience
    Entry-level
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