Ads Level 5 Administrative Assistant Department Of Facilities Management
Charlottetown, PE, Canada
Job Description
As part of the Facilities Management Maintenance Division, this position will be responsible for the day-to-day operation of the inventory systems and clerical duties including the procurement of goods and services for the department. The successful candidate will report to the Assistant Manager, Administration and Facilities and the Facilities Management team. The Department consists of three (3) divisions; Maintenance, Capital Projects/Planning and Security Services. This position represents the department when dealing with various clients and vendors on and off campus. RESPONSIBILITIES:
- Implement and monitor the Inventory management system. Track the issuing and functionality of equipment and work supplies in the department. Track all the inventory supplies electronically on department software. Perform periodic audits of the inventory supplies
- Obtain pricing from suppliers, generate on-line requisitions, manage supplier files, maintain price lists, prepare invoices for payment, track expenses for specific cost centers
- Back-up Control Desk and Security Dispatch desk: become familiar with procedures on the room booking control desk and security services dispatch desk, to be prepared for replacement during absences
- Assist Assistant Manager, Administration and Facilities with leave form management (attendance tracking, emergency leave tracking and monitoring), overseeing training matrix and coordinating training sessions for staff
- Respond to phone inquiries, maintain online calendar, schedule meetings, order food for meetings and special events, make travel arrangements and/or accommodation reservations, prepare and maintain files, typing & copying
- Attend meetings to record minutes
- Create and maintain Word, Google documents and spreadsheets
- Provide administrative support to the Assistant Manager, Administration and Facilities
- Monitor data tracking within the Facilities Management Department
- Other duties as required
QUALIFICATIONS:
- High School graduation diploma plus completion of a recognized post-secondary program in a related office program. Minimum three years previous experience in related work and/or combination of education and related work experience
- Strong computer experience including Word, Excel and Google programs
- Demonstrates attention to detail
- Demonstrates excellent interpersonal and communication skills
- Ability to think creatively
- Commitment to departmental mission, policies, and procedures
- Ability to work well under minimal supervision
- Strong organization skills
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Job Detail
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Job IdJD2171134
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IndustryNot mentioned
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Total Positions1
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Job Type:Full Time
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Salary:Not mentioned
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Employment StatusPermanent
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Job LocationCharlottetown, PE, Canada
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EducationNot mentioned