Administrative Assistant (Facilities Management)

Job Responsibility:

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Job Purpose:

Reporting to the Manager, Administration & Asset Financial Management, this position provides administrative support and customer service functions to the Facilities Management Department. Along with other administrative duties, this position provides capital project certificate of payment tracking and processing, electronic requisition data entry into the financial system, coding of invoices, reconciliation of multiple visas, coordination of fleet repairs, and creation of monthly allocation journal entries. This position also performs accounts receivable invoice creation for university tenants as well as records management duties. The Administrative Assistant provides daily lunch hour, scheduled and unscheduled back-up for the Work Dispatcher, a customer service position utilizing a computerized maintenance management system to dispatch internal trades and external contractors for repairs and maintenance of university assets. This position prioritizes work independently in a service oriented environment with constant interruptions and frequently changing priorities.

Key Activities:

Administrative

• Provide reception duties for Facilities Maintenance Department including responding to mail, email, phone calls and provides general direction to clients and contractors.
• Purchase office supplies, computers and mobile phones for the department. Troubleshoot repairs and provide simple training for staff on office equipment and mobile phones.
• Maintain the department records system (electronic and paper) and uses the retention schedule to store and destroy documents. This includes uploading contracts, leases and other similar documents into the Universities Contract management system Bonfire.
• Maintain and update the website(s) for the Facilities Management Department.
• Act as Secretary to committees and working groups. This includes scheduling meetings, drafting agendas, taking and drafting meeting minutes and preparing and disseminating documents and records keeping.
• Coordinate with Campus Safety to update on-call schedules for department.
• Administer the safety footwear and uniform program for the Department.
• Assist Finance department with annual asset inventory updates (equipment, fleet)
• Obtain, track and continuously update proof of WSIB and certificates of liability insurance coverage by all outside contractors before work begins.
• Conduct regular review of procedural documentation related to key tasks, updating as required.

Accounting Clerical & Vendor Relations

• Reconcile over a dozen staff Visa cards monthly which includes posting account number allocations into Purchasing's web-based tool, liaising with workers and managers to ensure all receipts are uploaded and statements signed; as well as posting expenses to associated work requests in the computerized maintenance management system as required.
• Input electronic purchase requisitions into the computerized financial system (Colleague) with backup in accordance with purchasing policy and approval levels; code vendor invoices for payment for service, supplies, equipment, etc. from dozens of possible departmental level account numbers (operations, ancillary, capital, restricted funds), and obtain proper approvals prior to sending for payment to the Finance Department.
• Communicate with vendors to resolve invoice and payment issues, including making queries in the universities financial system (Colleague) and/or using other available database tools such as IRIS.
• Process all auto-paid utility bill allocations monthly, compiling the data for over 80 bills relating to electricity, water, and gas using complex spreadsheets for distribution of charge out costs to multiple departments. This includes the creation of electronic interface files for Journal Entries.
• Process and track all capital progress payments as well as change orders and hold back amounts for capital project construction contracts. Ensure all the required documentation and signatures are provided.
• Accounts receivable tasks include preparing monthly or quarterly invoices for collection of internal charges (currently 7 AR accounts) as well as tracking and processing annual rent related to tenants of the university. This includes pulling information out of the computerized financial system and tracking in excel for each. Provide tenants with explanation and detail to resolve tenant enquiries initially and bring forward outstanding amounts or other larger discrepancy issues to Manager for resolution.

Coordinate Fleet Maintenance

• Administer the Fleet Vehicle Maintenance Program for the department. This includes coordination between staff drivers and the Fleet Management external supplier and repair shops for maintenance and repairs.
• Prepare month-end electronic journal entry interface file for automatic payment allocation of charges to FM and other departments using the Fleet Management system.
• Administer and track authorized drivers and completed forms including new hires and annual renewals and coordinate with Risk Management for license plate and insurance renewal. Coordinate inspections and actions required under the Commercial Vehicle Operator's Registration (CVOR) program for larger vehicles.

Work Request Dispatch

• As required for vacation/sick as well as lunch hour and other ad hoc coverage, take over the dispatching of work requests for university maintenance and repairs. This includes assigning work to internal workers as well as external contractors using the computerized maintenance management system (CMMS). Provide front-line in person, telephone and e-mail responses to requests and issues; maintain work request database; process invoices for payment and record against appropriate work requests. Liaise with workers and Security to ensure building access for contractors. Liaise with outside suppliers, vendors and contractors.
• As required and when Work Dispatcher is unavailable, request locates in the Ontario One Call locates request system.

Education Required:

• University or College training (2 year) in Business Administration or Accounting.

Experience/Qualifications Required:

• Three (3) years of general office experience, including demonstrated knowledge of computerized financial systems.
• Must have demonstrated strong technical skills and proficiency with spreadsheets and databases, including data entry and report creation.
• Experiences in customer/client service, general ledgers, and dispatch of trades will be considered an asset. Previous experience using a computerized maintenance management system considered an asset.
• Must have strong interpersonal skills including the ability to articulate issues and communicate in a professional way to ensure positive customer/client experiences.
• Strong organizational skills are required including the ability to handle multiple projects with competing deadlines.
• Demonstrated experience in following policies and procedures.

Supervision:

• No formal supervision of others is required.

Job Types: Full-time, Permanent

Pay: $55,918.00-$66,018.00 per year

Schedule:

• Monday to Friday

Work Location: In person

Application deadline: 2025-06-11