Facilities and Purchasing Assistant

Job Responsibility:

Bethesda, long considered to be a leader within the Developmental Services sector in Ontario, offers a work environment that is supportive and team based. Our organization has been the recipient of various awards including Human Resources Director Canada Best Places to Work and Canadian Occupational Safety's 5-Star Safety Cultures 2023. We offer competitive wages, industry leading benefit plan and defined benefit pension plan (HOOPP), company perks such as retail discounts and a Bethesda Rewards Program.

We value respect, diversity and inclusivity, collaboration and providing compassionate quality care. We are looking for candidates who share our values.

POSITION OBJECTIVE

Bethesda's is currently recruiting for a Facilities and Purchasing Assistant.

Working to uphold Bethesda's values, vision, and mission statement, The Facilities and Purchasing Assistant will assist the Purchasing Supervisor in all daily tasks including purchasing responsibilities, updating and developing standardized forms, inventory and special project - Asset management. This position will also support the Facilities department through maintenance of various spreadsheets/platforms and support during procurement activities.

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KEY JOB RESPONSIBILITIES

• Assist with ensuring effective purchasing practices are undertaken for all of Bethesda.
• Assist with special Asset Management project; conducting physical inventory of corporate fixed assets and capital assets of all locations through spreadsheets;
• Assist with transferring fixed asset data collected to Maintenance Care Software for Preventative maintenance, service, reporting, replacement retention tracking
• Assist with updating/developing standardized purchasing documents and forms
• Assist with updating/maintaining Internal Preferred vendor list
• Assist with PPE supply; ordering, metrics of usage and inventory management
• Responsible for reporting all health and safety concerns immediately following the Internal Responsibility System.
• Work with areas for purchases that require several invoices, different vendors and PO tracking.
• Support Purchasing Supervisor, Facilities Supervisor and Facilities Manager with quoting, bidding summaries and other procurement processes as needed
• Enter all invoices in the purchasing system
• Manage all vehicles documentation, parking permits, registration, mileage tracking, etc.
• Support data entry and records keeping in Maintenance Care
• Support managers with purchase requests as required
• Create support documentation (guides, training, processes) as requested by Purchasing supervisor and Facilities Manager
• First point of contact for purchasing enquiries shared with Purchasing Supervisor
• Make recommendations for efficiencies Facilities and Purchasing in general across the organization
• All other duties as assigned

QUALIFICATIONS

• Completion of Post-Secondary Business Diploma program with a focus in Procurement/Supply Chain, Operations or another relative program.
• 1-3 years working within a purchasing or facilities environment
• Experience working in the Development Services Sector or nonprofit sector an asset
• Proficient with Microsoft Office.
• Valid Driver's License.
• Professional Communication Skills: professionally represents the company through strong communication skills, both oral and written.
• Teamwork: excels at working with others and communicating with a team to provide the most effective support to clients.
• Problem Solving: able to navigate challenges and barriers, always looks for potential pitfalls and risks to help mitigate problems ahead of time, and knows when to ask for help.
• Proactive: anticipates and solves problems and issues before they are brought to your attention
• Fluent in French is an asset

Bethesda will provide, upon request, accommodation to the materials and processes used in the recruitment process in accordance with the accessibility for Ontarians with Disabilities Act, Integrated Accessibility Standards.

We thank all applicants for their interest but regret that only those considered for an interview will be contacted.