Administrative Coordinator, Fleet & Facilities

Summary of Duties:

Reporting to the Manager or designate, the Fleet and Facilities Administrative Coordinator provides administrative, and clerical support to all leaders within the Division. Monitors the Ask Facilities Portal/Service desk, including reviewing, maintaining, and assisting with the coordination of work requests for the Division.

Work Performed:

• Acts as the point of contact for the Fleet and Facilities Division for all internal and external customers and contacts.
• Provides quality customer service as the primary intake for Fleet and Facilities service requests. Collects information, refers emergency and more complex situations using good customer service and problem solving as appropriate.
• Utilizes Divisional customer relationship management (CRM) software to support the service desk for Fleet and Facilities service requests. Creates tickets and work orders in the system and ensures all service requests are referred to the appropriate internal service area within the Division.
• Ensures accurate notes and supports any additional "follow up/spin off" service requests are created.
• Reviews staff time sheets, codes invoices and credit card receipts in preparation for sign off by Manager/Supervisor.
• Prepares correspondence, agendas, and minutes, coordinates meetings and appointments, maintains division files and makes travel arrangements. Receives and processes all mail for the Division.
• Orders office supplies, liaises with service personnel for office equipment, shows others how to use equipment and provides information on office procedures.
• Assists with managing and maintaining file management utilizing enterprise software.
• Acts as site coordinator for issuing and control of Visa Purchasing Cards and recording monthly banking statements excluding the Fleet and Facilities Maintenance and Operations teams.
• Controls and monitors petty cash, issues Purchase Orders and receipts; records and deposits tender deposit revenues. Processes and maintains a follow up system for accounts payable, travel, convention, educational, training and registrations for the Division.
• Prepares drafts and assists with changing Administrative and Operational policies and procedures and updates Division manuals, notices, orders, plans and staff listings as required.
• Completes staff training records and vacation schedules.
• Performs a variety of clerical duties such as filing using a variety of media (hard copy, electronic), checking, sorting, distributing, records keeping, telephone answering and handling mail.
• Performs related duties as assigned.

Qualifications:

Completion of a one-year certificate in Office Administration.

Experience:

One year of related administrative experience within the construction industry, facilities operations or related field.

Specialized Training & Licenses:

Skills and abilities in the following areas are necessary:

• Business skills and training with computer systems, MS Suite products and experience with enterprise software, especially JD Edwards, is an asset.
• Ability to work independently with minimum supervision in a fast-paced environment with shifting priorities and timelines.
• Demonstrated attention to detail, ability to proofread documents, and excellent verbal communication skills.

Compensation & Other Information:

$40,328 - $58,583 (Level 6)

This posting is for one (1) permanent full-time position being filled on a permanent full-time basis.

Current hours of Work: Monday - Friday from 7:00 a.m. to 3:00 p.m.

Work Arrangement: Onsite. Subject to change in accordance with business requirements.

These hours of work are subject to change in accordance with the Collective Agreement and may include evening hours and Saturdays.

Police Record Check:

The successful candidate will be required to complete a Criminal Record Check.