Job Description

Administrative Assistant (Facilities Coordinator & Reception)

Purpose of the Position

The Reception & Facilities Coordinator is the first point of contact for families, staff, and visitors, and is responsible for creating a welcoming, professional environment in the school office. This role also coordinates facilities operations, building maintenance, and rentals to ensure the school is safe, secure, and well maintained.

Nature of Work

This is a full-time, year-round position that combines reception, administrative support, and facilities coordination. The incumbent works in a fast-paced environment requiring multitasking, prioritization, and diplomacy.

Relationships

Reports to:

Head of School and Business Manager

Works closely with:

Administrative Assistant, faculty, custodial staff, trades, contractors, parents, and visitors

Liaises with:

External service providers, contractors, rental clients

Key Responsibilities

Facilities & Building Management

Coordinate building repairs, maintenance, and janitorial services. Manage trades and seasonal projects (grounds, security, equipment). Oversee rentals: contracts, invoices, insurance, and building access. Administer building security (keys, alarm codes, contractors).

Reception & Office Support

Greet, direct, and assist visitors, families, and staff. Answer and manage incoming calls and emails. Process mail, photocopying, filing, and staff requests. Coordinate teacher-on-call list and substitute packages. Provide first aid to students and staff as needed.

Events & Supplies

Organize classroom/office supply orders and deliveries. Post accounts payable invoices in Sage. Support school event and fundraising logistics. Maintain workrooms, supply rooms, and storage.

Tools & Equipment

Office equipment: multi-line phone, photocopier, laminator, postage machine Security systems: keys, alarms, access cards First aid kits and AED Microsoft Office Suite, Google Workspace, accounting software (e.g., Sage/Simply)

Working Conditions

Fast-paced office setting at the school front desk Frequent interruptions and shifting priorities Some physical activity: lifting supply boxes, event setup, moving files Extended hours may be required during peak times (start/end of year, special events)

Education & Experience

Minimum 2 years' experience in reception, office administration, or facilities coordination Experience working in a school or non-profit environment an asset Level 1 First Aid certification (or willingness to obtain)

Knowledge, Skills & Abilities

Strong interpersonal and communication skills Excellent organizational and time-management skills Ability to multitask and manage competing priorities Knowledge of office systems and facilities operations Diplomacy, discretion, and confidentiality Comfort working with students, staff, parents, and contractors
Job Type: Full-time

Pay: $45,000.00-$51,000.00 per year

Benefits:

Company pension Dental care Extended health care Life insurance On-site parking Paid time off Tuition reimbursement Vision care
Application question(s):

Do you have experience in Microsoft Office?
Experience:

Administrative: 1 year (required)
Language:

English (required)
Work Location: In person