Facility Assistant

About us 
Worley is a global company of energy, chemicals and resources experts headquartered in Australia. We partner with our customers to deliver projects and create value across the life of their assets. We specialize in consulting, engineering, procurement and construction across the project lifecycle, with services extending through to operations and decommissioning. Leveraging extensive experience and AI-enabled delivery, we support customers in navigating complexity as they meet today's needs and transition to more sustainable solutions.

Purpose:

We are currently recruiting for a Facility Assistant. Our team includes world class experts and dynamic go-getters. This is a full-time position based in Markham, Ontario.

Facilities Coordinator is responsible for supporting the safe, efficient, and professional operation of the office and workplace environment. The role manages day-to-day facilities activities, serves as a key liaison with the property landlord/property management team, coordinates vendors and contractors, and ensures employees have a safe, functional, and well-maintained workplace.

Facilities Coordinator monitors building and office-related requirements, coordinates repairs and preventative maintenance, supports space planning and office moves, manages workplace supplies and services, and assists with health, safety, security, and emergency preparedness activities.

Responsibilities:

Facilities & Office Operations

- Coordinate the day-to-day operation and maintenance of the office.
- Conduct routine walkthroughs to identify maintenance, safety, cleanliness, furniture, equipment, and workplace issues.
- Coordinate repairs and maintenance for office equipment, fixtures, furniture, meeting rooms, kitchens, common areas, and other workplace facilities.
- Monitor service requests and follow through to completion.
- Coordinate preventative maintenance activities where applicable.
- Maintain a clean, organized, professional, and functional workplace.
- Respond promptly to facilities concerns raised by employees and management.

Landlord & Property Management Coordination

- Act as the primary day-to-day facilities contact with the building landlord and property management team.
- Submit and monitor building service requests, repairs, maintenance issues, and access requirements.
- Coordinate landlord responsibilities associated with HVAC, plumbing, electrical services, elevators, common areas, building security, cleaning, and other base-building services.
- Escalate urgent building issues and follow up until resolved.
- Coordinate landlord access to company premises when required.
- Maintain records of significant building issues, service requests, inspections, and related communications.
- Support management with lease-related operational information as required.

Vendor & Contractor Management

- Coordinate third-party vendors and contractors providing facilities and office services.
- Arrange access, scheduling, and site coordination for contractors working within the office.
- Obtain quotations and assist with vendor comparisons and service requirements.
- Monitor vendor performance and escalate service deficiencies.
- Review completed work to confirm requested services have been delivered.
- Maintain vendor contact information, service records, agreements, and supporting documentation.
- Ensure contractors follow applicable site safety, security, and access requirements.

Health, Safety & Emergency Preparedness

- Support company health, safety, and workplace requirements.
- Help identify and report workplace hazards and coordinate corrective actions.
- Support fire safety, evacuation, emergency response, and business continuity activities.
- Maintain emergency contact information, evacuation documentation, and other applicable workplace safety information.
- Coordinate required inspections and testing of workplace safety equipment where assigned.
- Support office safety communications and employee awareness initiatives.
- Assist with incident reporting and follow-up activities in accordance with company requirements.
- Work with property management on building emergency procedures and communications.

Security & Access Control

- Support employee, visitor, and contractor access requirements.
- Coordinate building passes, access cards, keys, parking access, and related workplace security requirements.
- Maintain appropriate records for issued access credentials.
- Support onboarding and offboarding by coordinating workplace access requirements.
- Report lost or compromised access credentials promptly.
- Coordinate security concerns with building management and internal stakeholders.

Space Planning & Workplace Coordination

- Maintain current seating plans, floor plans, and workspace information.
- Coordinate desk assignments, office seating, workstation changes, and department moves.
- Assist with planning and executing internal office moves.
- Coordinate furniture installation, relocation, repair, or replacement.
- Monitor workstation and meeting-room requirements and identify opportunities to improve space utilization.
- Support workplace changes associated with employee growth, organizational changes, or project requirements.

Office Supplies & Inventory

- Maintain appropriate inventory levels for office supplies, kitchen supplies, and general workplace consumables.
- Coordinate ordering, receiving, storage, and distribution of supplies.
- Track furniture, workplace equipment, and other facilities-related assets as required.
- Monitor inventory levels and proactively replenish commonly used items.
- Support responsible purchasing practices and identify opportunities for cost efficiencies.

Workplace & Employee Support

- Provide responsive and professional facilities support to employees, visitors, and leadership.
- Support meeting rooms and common workplace areas to ensure they are functional and presentable.
- Coordinate office setups for visitors, leadership meetings, employee events, and other workplace activities as required.
- Communicate planned maintenance, building interruptions, emergency situations, or workplace changes to affected employees.
- Work collaboratively with Administration, IT, Health & Safety, Security, Finance, HR/People, and other internal teams.

Records, Budget & Administration

- Maintain accurate facilities records, including service requests, vendor information, quotations, invoices, maintenance activities, and relevant workplace documentation.
- Support facilities budget tracking and invoice processing.
- Review facilities-related invoices for accuracy before submitting them through the appropriate approval process.
- Assist with forecasting routine facilities and workplace requirements.
- Maintain organized electronic records and documentation.
- Prepare facilities updates, issue logs, or reports for management when required.

What you will bring:
Technical and Industry Experience:

- 2 to 5 years of experience in facilities coordination, office operations, property administration, workplace services, or a related position.
- Experience within an engineering, consulting, professional services, construction, energy, or project-based organization is an asset.
- Experience coordinating landlords, property managers, vendors, and contractors is preferred.

Skills & Competencies

- Strong organizational and coordination skills with excellent attention to detail.
- Strong interpersonal and professional communication skills.
- Ability to establish effective working relationships with employees, leadership, landlords, property managers, vendors, and contractors.
- Strong customer-service orientation and a proactive approach to workplace issues.
- Ability to manage multiple priorities and respond effectively to urgent facilities matters.
- Good judgment and practical problem-solving skills.
- Ability to work independently while collaborating effectively with multiple departments.
- Strong follow-through and commitment to resolving issues.
- Working knowledge of Microsoft Office applications, including Outlook, Word, Excel, and Teams.
- Familiarity with facilities management, work-order, space management, or building management systems is an asset.
- General understanding of workplace health and safety, emergency preparedness, security, and commercial building operations.

Key Attributes
The successful candidate will be:

- Safety-focused and attentive to workplace risks.
- Proactive, identifying issues before they become larger problems.
- Service-oriented, with a strong focus on the employee workplace experience.
- Highly organized and comfortable managing several priorities simultaneously.
- Accountable and committed to following issues through to resolution.
- Collaborative, building strong relationships with internal teams and external service providers.
- Professional and dependable, particularly when handling building issues, emergencies, vendors, and sensitive workplace matters.

Education – Qualifications, Accreditation, Training:
Required:

- High school diploma required.

For applicants based in the province of Ontario, the salary range is $40,442 to $47,579 CAD.
Application of the pay band: Variation in salary is determined by factors such as the candidate’s qualifications, relevant years of experience, geographic location, internal pay equity, and prevailing market conditions for the specific role.

Please note: No agency representation or submissions will be recognized for this vacancy.

Worley is committed to providing a fair and equitable hiring process for all applicants. As part of this commitment, Worley will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If you require any accommodations or assistance, please contact us at:   [email protected]

Moving forward together

We want our people to be energized and empowered to drive sustainable impact. So, our focus is on a values-inspired culture that unlocks brilliance through belonging, connection and innovation. We're building a diverse, inclusive and respectful workplace. Creating a space where everyone feels they belong, can be themselves, and are heard.

And we're not just talking about it; we're doing it. We're reskilling our people, leveraging transferable skills, and supporting the transition of our workforce to become experts in today's low carbon energy infrastructure and technology. Whatever your ambition, there's a path for you here.

And there's no barrier to your potential career success. Join us to broaden your horizons, explore diverse opportunities, and be part of delivering sustainable change.