Facilities Management Assistant

Georgian College•Ontario, ON

2d•CA$30 - CA$34•Hybrid

About The Position

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. Provides general administrative support including: 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. Enter 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.

Requirements

Successfully completed a two year postsecondary diploma in a relevant field of study (e.g., office administration).
Three years’ general office administration experience, including budgeting, invoice processing, word processing, and computer skills in Microsoft Office Suite.
Intermediate computer skills and experience using Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Visio and Access).
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.

Nice To Haves

Facility maintenance or construction related experience.

Responsibilities

Prepare requisitions and code invoices for approval, copy/file as required, organize and prepare FM staff credit card reconciliations and maintain records.
Process invoices, including reconciling invoices charged to other departments and following up to ensure payment.
Prepare journal entries.
Sort, match invoices, packing slips, missing account codes and packages for applicable Managers to approve.
Participate in fiscal year end activities such as ensuring all invoicing from vendors, closing out PO’s, and identifying accruals.
Track related contracts.
Maintain payroll submissions and credit card reconciliation files.
Maintain staff and equipment license/certificate records.
Provide front-line reception and customer service (in person, email and telephone).
Issue keys and submit parking information for contractors.
Respond to inquiries, provide general information, and refer inquiries to appropriate sources.
Receive and assign department work orders, obtain details of work required, confirm information, and track all orders for completion.
Work with applicable Managers to determine work allocation and dispatch duties to department staff.
Schedule workspaces, coordinate with other departments when work may impact services, and post notifications.
Maintain an accurate filing system.
Organize cleaning for events.
Arrange for collection and proper disposal of hazardous waste and electronic waste.
Order office supplies.
Maintain SDS records.
Assist with the coordination of various meetings and may attend meetings to draft minutes.
Maintain schedule and calendar for manager.
Enter time and attendance information into HRIS.
Assist with on-boarding/exiting Facilities staff, including training manuals, attendance, ordering uniform/PPE, and keeping log books organized.
Collect and distribute keys, including issuing keys and submitting parking information for contractors.
Gather information or statistics from different sources at the request of management.
Compile information in a spreadsheet format.