Administrative Assistant, Facilities Services

2 weeks ago

Sudbury, Ontario, Canada Laurentian University Full time

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You are now in the main content area

Home > Career Opportunity

Administrative Assistant, Facilities Services:

Required Position:

Full-Time Appointment

Responsibilities:

  • Working as part of a administrative team, act as the first point of contact for the Laurentian community, general public including contractors and service professionals to help facilitate the effective coordination of the maintenance activities and processes within the department;
Administrative / office duties

  • Carry out general office duties such as answering high volume of calls, addressing general inquiries, greeting visitors, typing, filing, photocopying, sorting mail, etc.
  • Coordinate, schedule, attend and document meetings as required
  • Process and maintain with accuracy invoices, purchase orders, approvals, invoicing, payments, submit visa reports and reconcile any financial transfers
  • Maintain office filing systems, oversee proper storage of documents and records included but not limited to certification/warrantee documentation, field reports, work order reporting, also prepare and submit online orders for office supplies.
  • Prepare communications for the university community regarding maintenance and emergency disruptions to campus facilities, status of work orders, addressing any concerns raised and advise the relevant manager/coordinator.
Maintenance support duties

  • Process requests from the community for distribution to trade staff
  • Support requests and distribution of keys, ensuring security protocols are followed.
  • Provide administrative support to other managers and coordinators within the department;
  • Keep apprised of ongoing major/minor projects, emergency repair and maintenance activity on campus.
  • Perform other duties as assigned.

Qualifications:

  • One year college certificate or equivalent in office administration or related field
  • Two to four years of related experience at an administrative assistant level
  • Demonstrate high attention to detail and strong organizational and time management skills
  • Strong interpersonal and customer service skills
  • Ability to perform effectively in an environment that requires working at multiple tasks simultaneously, adjusting work flow according to emerging priorities.
  • Ability to respond with tact and maintain confidential information
  • Strong computer literacy skills (proficient in Google and Microsoft Office suite programs, Adobe, Zoom, etc.)
  • Take initiative and suggest efficiencies for workflow optimization;
  • Ability to work fluently in both official languages (French and English).
The official University hours of operation shall be from 9:00 a.m. to 4:30 p.m., Monday through Friday, during, and including, the months from September to April, and from 8:30 a.m.

to 4:00 p.m Monday through Friday during and including May to August., amounting to thirty-three and three-quarter hours per week.

Applications will only be accepted through
our online form.

Position No.
L2078-03
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Salary
$ $30.98 per hour
-
Competition ends
Tuesday, July 4th 2023 at 4:00 pm

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