Facilities Management Assistant

Position: Facilities Management Assistant )
Overview  Department:
Facilities Management
Campus:
Barrie
Classification:
Support Staff
Posting Date:
May 25, 2026
Hourly Pay Rate: PB E: $29.83 (start rate) $34.42 (4-year rate)
Hours Per Week: 35 hours per week
Status:
Contract (Appendix

D)
Effective Date: ASAP March 31, 2027
This is a temporary replacement position for a bargaining unit employee. Terms and conditions of employment are as outlined in the Support Staff Collective Agreement.
Responsibilities   Provide administrative support to the Facilities Management team and reception/general office support, including preparing requisitions and coding invoices for approval, copying/fileing as required, organizing and preparing staff credit card reconciliations, and maintaining records.
Maintain payroll submissions and credit card reconciliation files for applicable managers.
Maintain staff and equipment license/certificate records.
Process invoices, including reconciling invoices charged to other departments (e.g., cabling) and following up to ensure payment.
Prepare journal entries.
Sort, match invoices, packing slips, missing account codes and package for applicable managers to approve.
Participate in fiscal year end activities such as ensuring all invoicing from vendors, closing out purchase orders, and identifying accruals.
Track related contracts for applicable managers.
Provide front-line reception and customer service (in person, email, and telephone) for the department.
Issue keys and submit parking information for contractors.
Respond to inquiries, provide general information, and refer enquiries to appropriate sources.
Receive and assign applicable department work orders, obtain details of work required, confirm information if not provided, and track all orders for completion.
Work with applicable managers to determine work allocation and dispatch duties to department staff.
Schedule work spaces, coordinate with other departments when work may impact (e.g., water, power), post notifications on Staff News, and obtain approvals.
Maintain an accurate filing system as required.
Organize cleaning for events.
Arrange for collection and proper disposal of hazardous waste and electronic waste, including all requisite documentation.
Order office supplies and maintain SDS records.
Assist with the coordination of various meetings, including selection committees, general meetings, orientation for new staff, and draft minutes for distribution if required.
Maintain schedule and calendar for manager as required.
Enter time and attendance information into HRIS.
Assist applicable manager(s) from Facilities Management team with onboarding/exiting facilities staff (e.g., winter and grounds staff).
Maintain training manuals, attendance records, and ordering of uniforms/PPE.
Keep log books organized (e.g., vehicle, snow clearing).
Collect and distribute keys, including issuing keys and submitting parking information for contractors.
Gather information or statistics from different sources at the request of management and compile data in spreadsheet format.
Qualifications   Successfully completed a two‑year postsecondary diploma in a relevant field of study, such as office administration.
Three years of general office administration experience, including budgeting, invoice processing, word processing, and computer skills in Microsoft applications.
Facility maintenance or construction related experience is an asset.
Intermediate computer skills and experience using Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Visio, Access).
Experience working with a Financial Information System, preferably People Soft.
Demonstrated professional communication skills (written and oral).
Proven interpersonal skills with the ability to interact with external and diverse clients as well as all levels of an organization with professionalism, diplomacy, and tact.
Organizational and time‑management skills with the ability to manage a variety of projects/tasks simultaneously.
Ability to critically analyze information, interpret requests, and make decisions in accordance with prescribed procedures and practices of the organization.
Proven ability to work independently, self‑initiate, and promote a strong team setting.
Policy and Work Allowances   Georgian College has introduced FLEX Work for some positions. This position is currently eligible for Hybrid Work. FLEX Work agreements will be determined between the employee and manager when employment commences and may change in accordance with the FLEX Work guidelines.
All employees are required to permanently reside in the province of Ontario.
Equal Employment Opportunity Statement  Georgian College supports diversity, equity and a workplace free from harassment and discrimination and is committed to an inclusive, barrier‑free environment.

#J-18808-Ljbffr