Office Assistant C

McGill University•Montreal, QC

3d•Onsite

About The Position

This position acts as a resource person for the day-to-day operations of the Building Office for the Schulich School of Music. The role involves troubleshooting and resolving problems, ensuring policies and procedures are followed for the security of equipment and instrument inventory, and inspecting rentals upon return to determine servicing, repair, or replacement needs. The Office Assistant will also administer fines and repair/replacement costs, verify equipment after repair, review invoices, and manage inventory of keys. Additionally, the role ensures adequate First Aid supplies, liaises with various internal and external departments, organizes and schedules bookings for conference and practice rooms, and performs other duties as required.

Requirements

High School Diploma
2 Years Related Experience
Proficiency in spoken and written English and French
Ability to lift up to 25 lbs (approx. 12 kg)
Available 3 days per a week (9 am to 5 pm), one of which should be Fridays
Authorized to work in Canada
Willing to work in the province of Quebec at the campus where the position is based / located.

Nice To Haves

Experience in customer service and/or office administration
Familiarity with the Schulich School of Music and knowledge of musical instruments (including early music), an asset
Strong organizational, problem‑solving, and multitasking skills with attention to detail
Excellent interpersonal, communication, and customer service skills, with a service-oriented approach
Ability to manage room bookings and schedules in a fast‑paced environment
Ability to work independently and collaboratively as part of a team

Responsibilities

Acts as resource person for the day-to-day operations of the Building Office for the Schulich School of Music.
Trouble-shoots and helps resolves problems.
Explains and confirms that all policies and procedures are followed to ensure the security of equipment and instrument inventory.
Inspects rentals upon return and determines need for and coordinates servicing, repair and/or replacements; makes recommendations to supervisor.
Follows up to ensure timely return of equipment and instruments.
Administers fines and repair/replacement costs.
Verifies equipment and instruments upon return from repair and ensures conformity.
Reviews relevant invoices and follows-up on discrepancies.
Maintains inventory of loans of temporary and permanent keys for all Schulich School of Music buildings; recommends orders for replacements and/or lock changes for lost keys.
Ensures adequate supply of First Aid supplies and replenishes as needed.
Liaises and or collaborates regularly with several internal and external departments/consultants such as Maintenance, Facilities Mgmt., Cleaners, Security, Fire Safety Office, Electricians, Elevator repair service, Archivex. Recycling and Garbage Collection services, Locksmiths and Lenel technicians.
Organizes and schedules bookings for conference and practice rooms.
Modifies schedules as necessary and informs parties involved of changes.
Follows-up on cleaning and furniture moves as required.
Performs other duties as required.