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Reporting to the Assistant Manager of Facilities and Administration as part of the Facilities Management – Maintenance Division team, the Administrative Assistant will be responsible for the day-to-day operation of the inventory systems and clerical duties of procurement of goods and services for the department. This individual will also represent the department when dealing with various clients and vendors on and off campus.

The Department of Facilities Management consists of three (3) divisions; Maintenance, Capital Projects/Planning and Security Services.

RESPONSIBILITIES:

• Monitor the Facilities Management control desk.  Become familiar with procedures on the work order system, the campus room booking system and first point of contact for clients
• Implement and monitor the Inventory management system
• Track the issuing and functionality of equipment and work supplies in the department. Track all the inventory supplies electronically on department software
• Perform periodic audits of the inventory supplies
• Clerical: Obtain pricing from suppliers, generate on-line requisitions, manage supplier files, maintain price lists, prepare invoices for payment, track expenses for specific cost centers
• Back-up the Security Dispatch desk: Become familiar with procedures for the security services dispatch desk, to be prepared for replacement during absences
• Assist with parking payments and processing parking permits
• Assist with leave form management (attendance tracking, emergency leave tracking and monitoring), oversee training matrix and coordinate training sessions for staff
• Administrative Support: Maintain online calendars, schedule meetings, order food for meetings and special events, make travel arrangements and/or accommodation reservations, prepare and maintain files, answer the phone, attend meetings to record minutes
• Create and maintain word, google documents and spreadsheets
• Provide administrative support to the Management team for Facilities Management
• Monitor data tracking within the Facilities Management Department
• Other duties as required

QUALIFICATIONS:

• High School Graduation Diploma and at least two (2) years of specialized post-secondary education/training in a related office program.
• Minimum three (3) years previous experience in related work and/or combination of education and related work experience
• Strong computer experience including Word, Excel and Google programs
• Demonstrates attention to detail
• Demonstrates excellent interpersonal and communication skills
• Ability to think creatively
• Commitment to departmental mission, policies, and procedures
• Ability to work well under minimal supervision
• Strong organization skills