Job Description

This position provides a full range of clerical services to support the activities of the Building Services Dept., the Manager, departmental supervisors and staff, and related internal and external stakeholders.

QUALIFICATIONS
• Two-year College diploma in Office Administration from an accredited school
• Intermediate skill level in MS Word, Excel, Powerpoint, Visio
• Minimum typing speed of 35 WPM, accuracy is essential
• Clerical testing may be required as part of the selection process
• 1-3 years general office experience with a focus on customer service required
• Experience in an maintenance, biomedical engineering, or financial setting required
• Proven proficiency with computerized management systems i.e. HEMM, BASware, CMMS
• Ability to communicate effectively and tactfully, both in person and by telephone, with excellent customer service orientation
• Ability to maintain excellent interpersonal relationships while handling multiple tasks, frequent interruptions and stressful situations
• Excellent organizational skills and ability to work with minimal supervision

RESPONSIBLITIES
Duties include, but are not limited to:
• Responding to phone/fax/email and provides administrative support to the Manager and department
• Reporting and maintaining payroll records including completing timesheets on a weekly basis
• Preparing relevant reports/spreadsheets utilizing multiple databases and software
• Participates in continuous quality improvement initiatives
• Monitors and tracks work orders and projects
• Prepares performance reports amd spreadsheets to supervisors/managers using system software
• Collaborates on BASware to review incoming invoices and ensure invoices are expensed to correct cost centres as per established procedures
• Act as first point of contact for most departmental enquiries, vendors, contractors, end-users, and visitors to the department
• Enters department purchase requests on HEMM, or PDQ format, with all appropriate information in correct fields
• Maintains files and tracking for purchase requisitions, purchase orders, and contract documents
• Completes department performance audits including bookkeeping, use/storage of supplies, verifying work orders
• Completes meeting minutes and distributes accordingly