Facilities Management is seeking a highly organized and detail oriented Administrative Support professional to provide essential support in the daily operations of the department. This role is responsible for coordinating work orders, assisting with the campus room booking system, and maintaining inventory systems. The position also includes clerical support for the procurement of goods and services and involves regular interaction with a wide range of clients, vendors, and third party service providers both on and off campus. The role reports directly to the Facilities Management leadership team.

RESPONSIBILITIES:

• Serve as the first point of contact for clients via email and phone, and support internal communication across the department through phone and radio systems
• Become proficient in the work order platform and the campus room booking system
• Obtain pricing from suppliers, prepare online requisitions, maintain supplier files and price lists, and process invoices for payment
• Track expenses for designated cost centers, manage via allocations, coordinate service calls, and process payments for services provided
• Maintain and update online calendars, schedule meetings, and record meeting minutes
• Coordinate travel arrangements, accommodations, and related claims submissions
• Monitor and maintain inventory of supplies and equipment, ensuring accurate and up to date records
• Organize and maintain departmental records, forms, and files
• Conduct periodic inventory audits to verify accuracy and stock levels
• Liaise with third party companies and vendors to coordinate service calls and supply orders
• Support the processing of parking payments and parking permits
• Perform other related duties as required to support departmental operations

QUALIFICATIONS:

• Completion of a post-secondary program in a related office program with related office experience
• Minimum three years of previous experience in related work. An equivalent combination of education and relevant experience may be considered
• 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