Administration & Facilities Associate

HUB International•Winnipeg, MB

1d•Onsite

About The Position

The Administration & Facilities Associate is a key contributor to the smooth, professional operation of the HUB Prairies head office. This role provides high-level administrative and operational support to the Executive Leadership Team and serves as a central point of coordination across the Operations Team, Executive Assistants Team, Reception Teams, and Branch Office Network. The ideal candidate brings a proactive mindset, strong organizational skills, and the ability to manage competing priorities in a fast-paced, multi-stakeholder environment. This is a full-time, in-office position based at 1661 Portage Avenue, Monday through Friday, 8:30 a.m–4:30 p.m. Full Time Permanent position based out of our Head Office, located at 1661 Portage Avenue in Winnipeg.

Requirements

Minimum Grade 12 education, or equivalent is required.
2–3 years of experience in an administrative or office support role preferred
Motivated to help support a diverse team and contribute to a team environment.
Pro-active and a self-starter with a keen attention to detail.
Demonstrated ability to communicate effectivity in both written and verbal.
Works well in a fast paced, client-focused environment.
Proficiency in windows-based computer systems.

Nice To Haves

Post-secondary education in office administration, business administration, or a related discipline is a strong asset
Experience working in an environment such as an insurance company, insurance brokerage/agency or consulting firm would be considered an asset.

Responsibilities

Provide broad administrative support across a range of projects, documentation, reporting, and communications, working under the direction of the Executive Leadership Team, Operations Team, Executive Assistants Team, and Administration & Facilities Team Lead. This includes drafting correspondence, coordinating document workflows, and managing information with a high degree of accuracy and confidentiality.
Coordinate and manage complex meeting scheduling in Outlook, including boardroom bookings, catering coordination, and logistics support.
Administer the Office Space program for the Prairies region, ensuring workspace assignments are current and efficiently managed.
Process and coordinate pre-authorized and credit card payments for a variety of vendors, ensuring accuracy, appropriate approvals, and timely submission in accordance with HUB’s financial policies.
Arrange and manage travel logistics for the Executive Leadership Team and HUB guests, including flight and hotel bookings, ground transportation, itinerary preparation, and expense reconciliation.
Serve as the primary resource for Oracle expense report preparation and submission on behalf of multiple individuals across the organization. Ensures reports are accurate, compliant, and submitted within required timelines as directed by the Executive Leadership and Operations Teams.
Oversee the cleanliness, setup, and decommissioning of offices and workstations at 1661 Portage Avenue, ensuring the physical workspace is consistently presentable and operationally ready.
Maintain building security protocols, office organization standards, and common area cleanliness to ensure a safe, welcoming, and professional work environment.
Manage vendor relationships across the Prairies Branch network, ensuring service standards are met, contracts are current, and any service issues are escalated and resolved in a timely manner.
In partnership with the Reception Team, coordinate and facilitate repairs and maintenance of all non-IT equipment and facility issues at 1661 Portage Avenue, including liaising with building management and service providers.
Collaborate with the Reception Teams to maintain accurate IT equipment inventory records and coordinate scheduled e-waste pick-ups in compliance with environmental disposal standards.
Maintain appropriate office supply inventory levels for the head office location.
Serve as the primary contact for supplier communications related to pricing, delivery timelines, and order discrepancies, operating within the approved budget and escalating exceptions as required.
Plan and execute in-office events including team lunches, potlucks, milestone celebrations, and business meetings, managing logistics from setup through cleanup to ensure a positive experience for all attendees.
Serve as an active member of the Prairies Social Committee, collaborating with the Reception Team to plan and coordinate employee engagement initiatives, manage committee meeting agendas, and steward the social budget responsibly.
Coordinate and support external events on behalf of the Executive, including holiday parties, departmental celebrations, the annual Producer & Manager Summit, golf tournaments, and other client or employee-facing functions. Responsibilities include venue sourcing, vendor coordination, guest communication, and on-site logistics.
Manage the procurement, tracking, and distribution of corporate tickets for sporting events, provincial insurance conferences, and other organizational activities, ensuring appropriate allocation and timely communication to recipients.
Support the coordination and organization of the Reception and Administration teams’ day-to-day work in partnership with the Executive Assistants Team, ensuring tasks are appropriately prioritized, delegated, and completed with consistency and quality.
Lead the administration of reception phone systems across the Prairies region, including overseeing configuration, troubleshooting, and ensuring consistent service delivery standards across all locations.
Support Prairies Executive Assistants with workload, events, and Executive coordination.
Provide backup reception coverage on an as-needed basis, primarily in response to unplanned absences or last-minute requirements.
Act as the Prairies Region OHS representative, supporting workplace health and safety compliance, coordinating committee activities, maintaining required documentation, and promoting a culture of safety across the region.
Monitor, manage, and delegate incoming correspondence through shared inboxes, ensuring timely routing, response, and follow-up as required.
Collect and compile data from branch locations across the Prairies region to support operational reporting and leadership decision-making.
Complete monthly regional reporting and data entry for the corporate mobile device program, ensuring records are accurate and submitted within established deadlines.
Administer regional corporate credit cards, including issuance tracking, limit monitoring, and ensuring cardholders adhere to HUB’s expense policies and approval requirements.