Administration Officer - Facilities Management Services

Job summary

Responsible for planning and coordinating event operations, facility usage, and ancillary services while managing human and financial resources. The role involves administering budgets, procurement, and contracts to ensure efficient delivery of institutional events.

Job details

Reference: P-247313-67 Deadline to apply: September 21, 2026 11:59 PM EDT IMPORTANT: Permanent, full-time M-F 11:00am-7:00pm JOB SUMMARY: Under the general authority of the Logistics Manager, the incumbent is responsible for planning, organizing, coordinating, administering, and evaluating activities related to event operations, facility and grounds usage, and ancillary services. The role assesses human, financial, and material resource requirements; develops, applies, and updates administrative processes and ensures that assigned activities are delivered efficiently and in accordance with College policies, procedures, applicable regulations, and established standards. Duties And Responsibilities Event and Operations Coordination Plan, organize, and coordinate logistics for institutional events and ancillary service activities. Acting as the primary point of contact, advise internal and external stakeholders regarding procedures, requirements, service options, operational constraints, and available resources. Develop operational plans, schedules, procedures, and timelines for events activities and follow up on their application to ensure established deadlines and service requirements are met. Coordinate event execution and resolve operational issues in real time. Resource Coordination and Staffing Assess and coordinate the allocation of human resources required to support events, including student staff. Participate in the selection, onboarding, and scheduling of student employees and provide day-to-day direction to student staff during event operations. Review, validate, and enter student employee timesheets in Clara, and follow up on discrepancies as required. Evaluate operational performance, identify resource or service issues, and prepare recommendations and provide feedback to the Manager. Financial and Administrative Oversight Administer, monitor, and analyze operational budgets related to events and ancillary services. Administer billing processes, including verification of charges, preparation of invoices, and follow-up with internal and external clients. Collect, compile, analyze, and interpret financial and operational data to support decision-making and service improvement. Contracts, Agreements, and Procurement Prepare, administer, and coordinate contracts and agreements for facility bookings and external users, and follow up on their application Analyze contractual requirements with institutional policies and applicable regulations in contract administration. Coordinate the procurement of materials and services required for events. Prepare, submit, administer, and monitor requisitions in Clara for goods and services required to support events, facility and grounds usage, and ancillary operations, ensuring compliance with college procurement procedures, budget allocations, and approval requirements. Evaluate contractual deliverables and vendor performance. Operational Planning and Analysis Collect and analyze data related to event operations and facility bookings. Conduct analyses of operational requirements and identify trends and opportunities for service development. Collaborate with internal departments to assess and develop new booking or service opportunities. Develop recommendations to optimize space utilization and operational efficiency. Logistics and Facilities Coordination Assess and coordinate physical setup requirements (equipment, space configurations, etc.) in collaboration with Facilities Management Services, Information Technology Services, and Student Services (Sports & Recreation, Student Activities, etc.) as needed Assess and ensure alignment between event requirements and facility capabilities. Coordinate communications between stakeholders (FMS, Security, ITS, etc.) to support event delivery. Client and Stakeholder Relations Advise internal and external clients regarding event logistics, feasibility, and available services. Analyze and resolve complex or escalated issues related to event operations and external users. Develop and maintain a high level of client service and professionalism. Process Development and Continuous Improvement Develop, document, and implement administrative procedures related to event coordination and booking activities. Analyze and implement improvements to operational workflows, tracking tools, and reporting systems (Octopus, Microsoft Bookings, Clara, etc.) Project and Operational Initiative Coordination Coordinate small-scale projects and operational initiatives related to classrooms, event spaces, facility and grounds usage, space management, and ancillary services. Assess and coordinate project activities, schedules, resource requirements, and implementation timelines. Liaise with internal departments, vendors, and service providers to support the delivery of assigned projects and initiatives. Monitor the progress of assigned projects and provide updates to management regarding timelines, budgets, and operational impacts. Coordinate the implementation of space improvements, equipment upgrades, service enhancements, and administrative systems. Prepare and maintain project records, documentation, and tracking tools, and assist in the preparation of reports and recommendations. Identify operational issues and opportunities for improvement, analyze available information, and recommend practical solutions to enhance service delivery and client experience. Qualifications Education: An undergraduate degree in an appropriate field of specialization, particularly administration. Specific Requirements 2-3 years of related work experience in a similar role Ability to stand/walk for 7 hours; bend, push, pull; lift 30 lbs Ability to work independently and manage multiple priorities in a fast-paced environment. Strong customer service, communication, interpersonal, and organizational skills. Ability to supervise and coordinate the work of student employees. Ability to resolve issues and complaints in accordance with established policies and procedures. Proficiency with Windows-based applications; experience with Clara is an asset. Flexibility to work weekends and holidays as required. Testing May Be Required To Demonstrate Knowledge Of English (Advanced oral and written) French (Intermediate oral and written) Word (intermediate) Excel (intermediate) In accordance with ministerial directives issued by the Secretariat du Conseil du trésor concerning a freeze on public service recruitment, effective November 1st 2024, applications from employees with regular employment status at the College and within the College network will be prioritized. John Abbott College adheres to an Equal Access to Employment Program, and invites women, visible minorities, ethnic minorities, indigenous peoples and persons with disabilities to submit their applications. We thank all candidates who submit their resumes for consideration. However, only those candidates selected for an interview will be contacted. If your work experience has changed or if you have acquired additional education since your last visit, be sure to submit your updated resume so that we may review your full career path.

What you’ll do

Responsible for planning and coordinating event operations, facility usage, and ancillary services while managing human and financial resources. The role involves administering budgets, procurement, and contracts to ensure efficient delivery of institutional events.

Requirements

Requires an undergraduate degree in administration or a related field and 2-3 years of similar work experience. Candidates must be able to perform physical tasks, supervise student staff, and possess strong communication and organizational skills.

Listed skills

• Time management · Preferred
• Facilities Management · Preferred
• Project Coordination · Preferred
• Customer service · Preferred
• Data analysis · Preferred
• Microsoft Office · Preferred
• Procurement · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Event Coordination
• Facilities Management
• Budget Administration
• Procurement
• Contract Management
• Staff Supervision
• Customer Service
• Operational Planning
• Resource Allocation
• Project Coordination
• Stakeholder Relations
• Microsoft Office
• Clara
• Data Analysis
• Time Management
• Organizational Skills

Job areas

• Administrative
• Logistics
• Education
• Management & Leadership
• Customer Service & Support