Facilities Management Assistant

Facilities Management Assistant

( Job Number: 71-26 )

Department: Facilities Management

Campus: Barrie

Classification: Support Staff

Posting Date: May 25, 2026

Hourly Pay Rate: PB E: $29.83 (start rate) – $34.42 (4-year rate)

Hours Per Week: 35 hours per week

Status: Contract (Appendix D)

Effective Date: ASAP – March 31, 2027

THIS IS A TEMPORARY REPLACEMENT POSITION FOR A BARGAINING UNIT EMPLOYEE. Terms and conditions of employment are as outlined in the Support Staff Collective Agreement.

The incumbent provides administrative support to the Facilities Management team and reception / general office support that includes preparing requisitions and codes invoices for approval, copy/file as required, organizing and preparing staff credit card reconciliations and maintain records.

The incumbent will be responsible maintaining payroll submissions and maintains credit card reconciliation files for applicable Manager. The incumbent also maintains staff and equipment license/certificate records. Specific duties include, but are not limited to:

• Prepares requisitions and codes invoices for approval, copy/file as required, organizing and preparing FM staff credit card reconciliations and maintain records.
• Processes invoices. This may include reconciling invoices which are charged to other departments (i.e. cabling). Follows up to ensure payment.
• Prepares journal entries.
• Sorts, matches invoices, packing slips, missing account codes and packages for applicable Managers to approve.
• Participates in fiscal year end activities such as ensuring all invoicing in from vendors, close out of PO’s (non-project related) and identifying accruals.
• Tracks related contracts for applicable Manager. The incumbent will be responsible maintaining payroll submissions and maintains credit card reconciliation files for applicable Manager. The incumbent also maintains staff and equipment license/certificate records.
• Provides front-line reception and customer service (in person, email and telephone) for the department.
• Issues keys and submits parking information for Contractors.
• Responds to inquiries, provides general information and refers enquiries to appropriate sources.
• Receives and assigns applicable department work orders.
• Obtains details of work required and confirms information if not provided. Tracks all orders for completion.
• Works with applicable Managers to determine work allocation. Dispatches duties to the department staff for completion.
• Schedules work spaces, coordinates with other departments when work may impact (i.e. water, power etc.), post notifications on Staff News, once approved, etc.
• Maintains accurate filing system as required.
• Organizes cleaning for events.
• Arranges for collection and proper disposal of hazardous waste and electronic waste (including all requisite documentation).
• Orders office supplies
• Maintains SDS records.
• Assists with the coordination of various meetings including Selection committees, general meetings, orientation for new staff. Also may attend meetings and draft minutes for distribution.
• Maintain schedule and calendar for manager as required.
• Enters time and attendance information into HRIS. Assist applicable Manager(s) from Facilities Management team with on-boarding/exiting Facilities staff, as applicable (example winter and grounds staff). Training manuals, attendance, ordering uniform/PPE. Keeping log books organized (vehicle, snow clearing, etc).
• Collects and distributes keys including issuing keys and submitting parking information for contractors.
• Gathers information or statistics from different sources at the request of management.
• Compiles information in a spreadsheet format.

QUALIFICATIONS

• Successfully completed a two year postsecondary diploma in a relevant field of study that may include, but is not limited to, office administration
• Three years’ general office administration experience which include budgeting, invoices processing, word processing, computer skills in the areas of Microsoft.
• Facility maintenance or construction related experience would be an asset
• Computer skills at an intermediate level and experience using Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Visio and Access) to answer inquiries, prepare correspondence, track data, and draft presentations
• Experience working in a Financial Information System (preferably PeopleSoft)
• Demonstrated professional communication skills (written and oral)
• Proven interpersonal skills with the ability to interact with external and diverse clients as well as all levels of an organization with professionalism, diplomacy and tact
• Organizational and time management skills with the ability to manage a variety of projects / tasks simultaneously
• Ability to critically analyze information, interpret requests and make decisions in accordance with prescribed procedures and practices of the organization
• Proven ability to work independently, self-initiate and to promote a strong team environment

Georgian College supports diversity, equity and a workplace free from harassment and discrimination and is committed to an inclusive, barrier-free environment. We invite applications from all qualified candidates and actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to persons of Indigenous ancestry, racialized persons, persons with disabilities, women and members of the 2SLGBTQ+ community. If you are contacted to participate in the interview, please advise the coordinator of any accommodations needed with respect to any materials or processes used to ensure you have access to a fair and equitable process.

Alternate formats will be provided upon request throughout the recruitment and selection process.

Georgian College has introduced FLEX Work for some positions. This position is currently eligible for Hybrid Work. FLEX Work agreements will be determined between the employee and manager when employment commences and may change in accordance with the FLEX Work guidelines. All employees are required to permanently reside in the province of Ontario.

Applications for this position must be received by 11:59 p.m. on June 3, 2026 . While we thank all applicants, only those contacted for an interview will be acknowledged.