Facilities Management at UWinnipeg is responsible for managing all campus physical infrastructure, the efficient operation of real estate assets, and managing all large-scale projects.

The Facilities Office Assistant (Service Desk) is a full-time continuing position that serves as the primary front-line point of contact for Facilities Management. This role coordinates a high volume of service requests received by phone, email, and in person, ensuring accurate intake, prioritization, routing, and follow-up of work orders and access requests. The position plays a critical role in supporting daily Facilities operations, maintaining a consistent and professional client experience, and enabling effective workflow coordination across Facilities teams.

The successful candidate will work in a fast-paced, service-oriented environment that requires strong organizational skills, sound judgment, attention to detail, and the ability to manage competing priorities supporting the efficient operation of Facilities services across the University.

Responsibilities:

Service Desk and Client Intake

• Serves as the primary first point of contact for Facilities Management to students, staff, faculty, contractors, and visitors.
• Receives, review, and triages all Facilities service requests, inquiries, and incident reports received by phone, email, and in person.
• Ensures complete and accurate intake of information required to initiate service requests and explains Facilities processes, timelines, and service standards to clients.

Work Order and Workflow Coordination

• Enters, reviews, updates, and tracks service requests and work orders within the Facilities work order management system .
• Routes and assigns work orders to the appropriate supervisors, leads, and operational units based on service requirements.
• Monitors work orders status, follows up on overdue or urgent items, and escalating issues as required.
• Identifies recurring issues or service trends in requests and flags them for further review for management.
• Prepares, formats, and distributes routine operational reports from the work order management system for management review.

Administrative and Operational Support

• Provides administrative support to Facilities managers and leads , including coordination of workflow among Facilities teams by tracking key deadlines, deliverables, and recurring operational activities.
• Maintains shared calendars, meeting schedules, and room bookings as required.
• Supports the onboarding of new Facilities team members by coordinating access to shared drives, office equipment, and providing basic orientation to front desk procedures and systems.
• Maintains routine manual and electronic records, files, and documentation for the department.

Communications and Web Content

• Assists in drafting clear, concise communications to the University community related to Facilities activities, services disruptions, and operational updates.
• Updates and maintains content on the Facilities website and intranet pages to ensure information is accurate, current, and accessible.
• Coordinates the posting of notices, signage, and digital messages related to Facilities operations.
• Reviews Facilities web pages and online forms regularly to identify outdated information or broken links and initiates updates.

Key and Access Control Support

• Supports the Key & Access Control Administrator by receiving, reviewing, and processing key requisitions and electronic access requests, ensuring forms are complete, approvals are in place, and required documentation is attached.
• Enters and maintains key and cardholder data in applicable access control and tracking systems.
• Assists with creating, modifying, and disabling access profiles in accordance with approved requests.
• Helps maintain accurate and up-to-date inventories and logs of issued keys, fobs, and cards, including tracking returns, expired access, lost/stolen items, and following up on outstanding returns.

Office Operations

• Oversees basic office operations for the Facilities office, including maintaining office supplies, coordinating basic equipment maintenance, and liaising with service providers.
• Processes incoming and outgoing mail and courier packages, including date stamping, sorting, distributing, and arranging pickups.
• Ensure front-of-house reception areas are presentable and welcoming through basic front-desk upkeep.
• Performs other related duties as required or assigned to support the operation of Facilities Management.

Qualifications:

• High School completion or equivalent program of study with office skills training.
• Completion of a formal training program in office administration, business administration, or a related discipline from a recognized institution is preferred.
• A minimum of three (3) years of directly related experience in a front-line customer service, office coordination, or administrative role, preferably within a post-secondary, public sector, or similar complex environment.
• Experience working with computerized work order, ticketing, or customer relationship management systems is preferred.
• Strong working knowledge of Microsoft Suite applications, with the ability to learn and work in multiple specialized systems.
• Excellent interpersonal skills, with demonstrated ability to use tact, discretion, and professionalism when interacting with diverse levels of internal and external contacts.
• Ability to communicate effectively both orally and in writing with all levels of staff, students and the public in providing detailed and specialized information in a clear and concise manner.
• Excellent organizational and time management skills, with the ability to prioritize task and organize workload to meet the changing needs of the department.
• Must be able to use initiative, sound judgment, and attention to detail in data entry, record keeping, and document preparation.
• Ability to work independently and participate effectively as a member of a team.

An equivalent combination of education, experience, skills, knowledge, and abilities may be considered.

Condition(s) of Employment:

• Must be legally entitled to work in Canada.

The salary range for this position will be from $37,437.40 to $51,688.00 annually.

Note: The work described in this posting will be conducted in-person.

The University of Winnipeg is committed to equity, diversity and inclusion and recognizes that a diverse staff and faculty benefits and enriches the work, learning and research environments, and is essential to academic and institutional excellence. We welcome applications from all qualified individuals and encourage women, racialized persons, Indigenous persons, persons with disabilities, and 2SLGBTQ+ persons to confidentially self-identify at time of application.

The University of Winnipeg is committed to ensuring employment opportunities are accessible for all applicants. If you require accommodation supports during the recruitment process, please contact human_resources@uwinnipeg.ca.

The personal information of applicants is collected under the authority of the University of Winnipeg Act and 36(1)(b) of the Freedom of Information and Protection of Privacy Act. All personal information collected via the recruitment process is used to assess the applicant’s suitability, eligibility, and qualifications for employment, and to otherwise support recruitment activities. This information will be provided to participating members of the recruitment process. Questions regarding the collection of your personal information may be directed to the Director, HR Services, 515 Portage Avenue, Winnipeg, MB, R3B 2E9 or human_resources@uwinnipeg.ca.