Overview
We are seeking a dedicated and highly organized Corporate Services Officer to support our administrative and operational functions. The ideal candidate will possess strong organizational skills, excellent communication abilities, and a proactive approach to managing corporate resources. This role offers an opportunity to contribute to the efficient functioning of our organization by overseeing administrative processes, managing records, and supporting various project management activities. The successful applicant will demonstrate bilingual proficiency in English and French, along with comprehensive computer skills, including proficiency in Microsoft Office applications and database management tools.
The Corporate Services Officer provides comprehensive administrative, operational, and corporate support to ensure the efficient day-to-day functioning of VHA Health & Home Support and its subsidiary corporations (Personal Choice Independent Living (PCIL), and the VHA Foundation for Community Health).
This role is responsible for coordinating office administration, procurement, records management and facilities support while ensuring compliance with organizational policies and legislative requirements.
Working collaboratively across departments, the Corporate Services Officer supports corporate governance, maintains accurate records, coordinates internal processes, and contributes to continuous improvement initiatives that enhance organizational effectiveness. The role requires strong organizational skills, attention to detail, sound judgment, and the ability to manage multiple priorities while delivering high-quality customer service to internal and external stakeholders.
Duties
1. Day-to-day Operations
- Oversee day-to-day operations of all employee workplaces, ensuring cleanliness, accessibility, functionality and high maintenance standards. Identify repair needs, safety hazards and opportunities for improvement.
2. Facility Management
· Liaise effectively with landlords and property management on building-wide issues, leasehold improvement and shared amenity services to support staff and client safety.
- Ensure preventative maintenance is conducted as required in owned premises, according to season (ie snow removal and landscaping) schedules and/or Reserve Fund Study(s).
- Support the organization’s sustainability goals by identifying and implementing eco-friendly practices and green initiatives where possible and appropriate.
- Act as first point of contact for after-hours facility concerns (power outages, security alerts and similar). This is a low-frequency responsibility with a tiered backup system, not a formal on-call rotation.
- Effective negotiation skills combined with customer service experience to manage procurement activities and vendor relations.
· Assist in the development and management of the facilities annual operating budget, tracking expenditures and identifying potential cost-saving initiatives.
3. Safety Compliance
· Working with all departments, develop and implement emergency response procedures and business continuity plans, including staff training and evacuation drills.
- – conduct regular, thorough inspections of owned and leased properties to proactively identify safety hazards and opportunities for operational improvement.
- Work with contractor(s) to ensure regular inspection and replacement of fire safety equipment in all premises.
- Liaise with Ottawa Fire Service to oversee annual fire inspections of facility(s) (ie Pullen & Forestview).
- – monitor and prevent pest management:
- Inspect owned and leased premises and outside areas at regular intervals and/or on request to detect signs of infestation. Initiate mitigation as needed.
o Work with contractors/ pest control to address infestations and provide advice on how to prevent pest infestation.
- - participate in regular Health & Safety Committee meetings as a certified Health & Safety representative. Report regularly to management.
- Champion workplace wellness and ergonomic best practices, conducting assessments and supporting employee health, safety and comfort.
- Act as organizational back-up contact for WSIB claims and inquiries.
4. Procurement and Inventory Management
· Asset management & security –maintain an organized system of records, including maintenance logs, vendor contracts, compliance certifications, asset inventories and floor plans.
· Responsible for maintaining PPE and other stockpiles, employee identification cards, lease requirements and advising on updates.
· Manage procurement of office, maintenance and janitorial supplies, furniture and equipment and PPE maintaining optimal inventory levels and cost-effective supplier relationships.
· Direct and supervise external vendors and contractors, including contract negotiation, performance monitoring and invoice approval.
5. Security and Access Control
· Oversee security for leased and owned premises, manage access systems, issue keys and/or access cards, photo identification cards, parking space allocations and respond to security incidents.
o Maintain up-to-date logs on dates of issue, expiry/renew dates and related documentation.
· Set up and manage staff voicemail boxes. Ensure VM box switch occurs for After-Hours (TAS) staff (planned & unplanned).
6. Space Planning and Office Moves
· Coordinate office establishment and relocations, furniture reconfigurations and space utilization projects to minimize disruption to operations and maximize space utilization.
7. Fleet Management
· Ensure owned vehicles remain safe, operational and compliant with maintenance, licensing and regulatory requirements.
8. Staff Supervision & Coordination
· Supervise the Maintenance position and coordinate daily work assignments and priorities.
· Provide direction, guidance and support.
· Approve and monitor staff vacation requests, scheduling and attendance.
· Monitor work performance to ensure tasks are completed appropriately, safely and efficiently.
9. Administrative Functions
- Provide exceptional customer service to internal stakeholders (ie employees, clients and caregivers and visitors), addressing their facilities-related needs with professionalism and solutions-oriented mindset.
- Develop & maintain cooperative, effective contacts.
- Provide required program support and administration.
- Participate in meetings as required.
- Complete associated forms & reports to program and VHA standards.
- Order office and janitorial supplies as needed, in a timely fashion; maintain an inventory of excess for quick use.
- Troubleshoot minor IT challenges. Ensure hardware & software are working according to specifications, and ready for the workday.
- Maintain paper and e-files, ensuring filing is up-to-date and retired files are scanned according to standards.
- Coordinate the set-up and breakdown of meeting rooms and event spaces, ensuring all equipment (including AV) and other logistical requirements are met.
- Manage mailroom operations and coordinate with courier services to ensure efficient and secure handling of incoming and outgoing packages and mail.
- Provide exceptional customer service by addressing inquiries promptly and efficiently, ensuring positive stakeholder interactions.
Mandatory:
1. College diploma/certificate in a relevant area.
2. In depth knowledge of Health & Safety regulations (ie OSHA) and experience implementing safety protocols and conducting risk assessments.
3. Ability to source goods and services, evaluate bids and negotiate favourable terms with suppliers.
4. Computer literacy; proficient in Microsoft Office Suite, particularly Excel for data tracking, Word for reports and Outlook for communication and scheduling.
5. Demonstrated ability to use sound judgment and effective organizational skills.
6. Proof of up-to-date adult immunizations (including a primary series of Covid-19 vaccine) as you will be meeting vulnerable patients/clients of the healthcare system.
7. Initiative, integrity, reliability and ability to work flexible hours (including occasional evenings and weekends as required).
8. Ability to work independently & collaboratively as a member of a multidisciplinary team.
Conditions of Employment
Must possess and maintain a valid and permanent Canadian driver’s license for the duration of their employment in this position.
Regular use of a reliable vehicle.
Ability to lift, carry, push and/or pull a minimum of 20 kgs and maintain the physical demands of the position
Clear Criminal Records check for the vulnerable sector.
Preferred
1. Bilingual (English/French).
2. Current certification as a Health & Safety Representative
3. Demonstrated experience in a property management role or similar.
Join our team as a Corporate Services Officer to play a vital role in maintaining operational excellence through strategic administration, effective communication, and proactive resource management!
Pay: $39.00 per hour
Benefits:
- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care
Work Location: In person
