Administrative Assistant, Facilities Services

Required Position

Full-Time Temporary Appointment until August 29, 2026

Responsibilities

The Facility Services department is responsible for all activities related to the maintenance, operations and development of the campus facilities and grounds including the management of campus utilities and construction projects.

Reporting to the Energy and Sustainability Manager, the Administrative Assistant will work as part of an administrative team, act as the first point of contact for the Laurentian community, general public including contractors, and service professionals to help facilitate the effective coordination of the maintenance activities and processes within the department. Additionally, the incumbent will provide support to Managers within the Facility Services Department for recording, analyzing and reporting of accurate financial related data ensuring compliance with departmental and institutional processes and contributing to informed decision making.

Administrative duties

• Oversee all administrative duties associated with the efficient operation with the Facility Department.
• Act as first point of contact with the general public to help facilitate the effective coordination of the activities and processes including dispatching of Trades.
• Provide administrative support to AVP, Director, managers in the Facilities department and the project teams as well as the Trades teams.
• Initiate work orders and update in the program as needed including room changes, new employee codes and budget names.
• Prepare monthly preventative work orders and submit to appropriate Managers.
• Prepare Backlog report to assure all work orders are properly assigned and closed.
• Facilitate building access for students, staff and faculty including keys and remote card access, while identifying specific access needs.
• Maintain office filing systems, oversee proper storage of documents and records included but not limited to certification/warrantee documentation, field reports, work order reporting, also prepare and submit on-line orders for office supplies.
• Prepare communications for the university community regarding maintenance and emergency disruptions to campus facilities while handling confidential and sensitive information related to external vendors, students, faculty and staff.
• Communicate with campus departments of status of work orders, addressing any concerns raised and advise the relevant manager/coordinator.
• Support campus space, planning and development activities as required.
• Responds to general queries from staff, faculty and students, and makes routine decisions with initiative and judgment.
• Review and revise safety checklists; life and fire safety inspections, snow removal, and cleaning.

Financial Processes

• Maintain comprehensive databases for vendors, budgets, invoices, monthly deficiencies, licensing and certificates.
• Responsible for the accuracy of requisition, purchase orders and blanket purchase orders.
• Prepare invoices for approval and assign correct budgets to ensure that all financial records are updated and aligned with departmental cost recoveries (chargebacks processes).
• Responsible for petty cash and reconciling Visa receipts for Facility, Buildings, Electrical, Mechanical, Grounds Vehicles; with Visa Spend Clarity and confirming correct budget.
• Responsible for calculating budget balances; keep accurate records of budgets on database, advise and support Facility Director when an increase is required.
• Responsible for Chargeback Reports (cost recovery); assure correct budget allocation, prepare report and review for accuracy, submit to appropriate departments.
• Identify and investigate non-compliance or late payment invoices and ensuring effective vendor communication.
• Prepare overtime payroll for manager review and prepare meal allowances and phone stipends for Trades; and
• Perform other duties as assigned.

Qualifications

• One (1) year college certificate or equivalent in office administration or related field.
• Two (2) to four (4) years of related experience at an administrative assistant level.
• Ability to work under tight deadlines in an environment with changing priorities while ensuring effective performance, attention to detail, and accuracy;
• Ability to respond with tact and maintain confidential information;
• Proven ability to deal with emergency situations within a framework of multiple principles and guidelines and to apply professional judgment in which clear direction is unavailable and/or interpretation is required;
• Strong interpersonal and customer service skills;
• Strong literary, numeracy, computer literacy skills, i.e. proficiency in Google and Microsoft Office suite programs, Adobe, Zoom, etc. and working knowledge of programs such as Megamation, Ellucian, Fusion, Archibus, Visa Centresuite, Adobe ID, and Honeywell ;
• Ability to take initiative and suggest efficiencies for workflow optimization; and
• Ability to work fluently (verbal and written) in both official languages, French and English, is required.

The official University hours of operation shall be from 9:00 a.m. to 4:30 p.m., Monday through Friday, during, and including, the months from September to April, and from 8:30 a.m. to 4:00 p.m Monday through Friday during and including May to August., amounting to thirty-three and three-quarter (33.75) hours per week.

Laurentian University has adopted a formal Policy on Flexible Work Arrangements, which supports remote work plans based on operational considerations. At Laurentian University, we recognize that work-life balance is essential for both personal well-being and professional success. Our policy offers employees some flexibility to better balance personal needs while maintaining effective service delivery.