Facilities Reception Clerk

Job Number: 4055
Job Type: Temporary Full-Time
Vacancy Reason: Backfill
Temp Contract Length: 12 months
Location: 100 Maple Grove Rd - Regional Operations Centre
Job Category: Administration
Number of Positions: 1
Department: Facilities Operations
Division: Engineering and Environmental Services
Hours of Work: 35
Union: CUPE 1883
Grade: CUPE 1883 Grade 006
Salary Range: $30.26 - $34.24 per hour
Posting Date: Thursday February 12, 2026

Closing Date: Thursday February 19, 2026

About Us! The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

• Taking only what we need
• Leaving some for others
• Keeping the dish clean

This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity. Waterloo Region is home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our  Strategic Plan, “Growing with Care,” we prioritize homes for all, climate‑aligned growth, equitable services and opportunities and a resilient and future‑ready organization.

Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.

Receives maintenance requests (phone, online), and enters/processes in the work order system. Dispatches work orders for scheduling. Provides related customer service to staff and tenants (housing, commercial). Provides administrative support to divisional management.

• Enters maintenance requests (received by phone, online) to computerized system to create work orders (demand, corrective, environmental, emergency). Triages/determines priority per set criteria, and follows up to clarify information (e.g., account numbers). Dispatches work orders for scheduling, and monitors and closes out same. Coordinates work orders for after‑hours events, per set criteria. Runs related reports for management.
• Verifies and enters timesheet information for maintenance and operations staff to computerized system (e.g., pay coding) for management approval. Reviews and resolves errors with payroll staff.
• Notifies maintenance supervisors/chief building operators regarding emergencies, and dispatches staff/contractors as directed.
• Processes invoices and p‑card transactions. Verifies expenses are coded properly per work orders; identifies discrepancies and follows up. Submits to supervisor for approval. Enters to financial system.
• Maintains/distributes staff on‑call rotation schedule and related documents.
• Maintains filing/tracking systems/data (e.g., staff contact information, qualifications; building/equipment information; lists; fire extinguisher, elevator, WSIB certificates; utilities, electrical; inspections, contractors/vendors), including for regulatory compliance.
• Maintains administrative policies and procedures (e.g., process flows, customer service scripts), per management approval. Provides administrative support (e.g., filing, copying, minutes, agendas) and coordinates meetings (rooms, catering, supplies, equipment) for divisional management. Orders office supplies. Arranges servicing of office equipment. Processes mail.
• Responds to inquiries from staff and tenants regarding work order status.
• Backs up some scheduling and administrative duties of other divisional staff, as required.
• Performs related duties as assigned.

• Knowledge of office procedures, communication, word processing, and general accounts receivable/payable, acquired through a grade 12 education plus 2 years of related office experience.
• Knowledge of terminology and operations related to a facilities or project management environment.
• Knowledge of and ability to follow corporate policies and procedures and related legislation.
• Organizational and attention to detail skills to prioritize work and ensure timely completion; enter and maintain data; and verify and…