Facilities and Building Services Administrative

3 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr8)

Job Title

Facilities and Building Services Administrative Supervisor

Department

Operational Support | Facilities | Student Housing and Community Services

Compensation Range

$4,137.00 - $4,456.00 CAD Monthly

Posting End Date

January 13, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Job Description Summary

Under general management, the Facilities and Building Services Administrative Supervisor position will provide supervision to reception and administrative staff, and support for the Facilities and Building Services office. The areas of responsibility and duties range from complex to routine, including but not limited to updating and distributing staff schedules, payroll, accounts payable, updating and running room reports, coordinating orders, working with the master key system and electronic communication systems, and assisting in new employee recruitment/orientation for the department.

Work schedule may vary seasonally due to operational needs.

Organizational Status

Reports directly to the Facilities Coordinator and works closely with the Director of Facilities and Building Services, Associate Directors, Trades & Facilities Managers, Head Tradesperson, Subhead Tradesperson, and other Facilities and Building Services/Conferences and Accommodations management staff.

Work Performed
- Oversees the facilitation of departmental administrative processes by coordinating work processes, establishing work schedules and priorities, and resolving complex issues.
- Delegates work to clerical staff, determining priorities and managing work load. Trains clerical staff and monitors their performance to ensure that procedures and policies are properly adhered to.
- Coordinates and supports new employee recruitment and orientation, including coordinating the recall process and participates in staff evaluations.
- Responsible for the administrative support provided to Managers and the Director; including submitting expense reports on their behalf, coordinating meetings, preparing statistical reports, organizing their calendar by identifying and communicating high priority requests, and coordinating with other schedules.
- Drafts and edits reports and compiles statistical data. Conducts research and compiles data, edits reports to inform management decisions as directed, including gathering information from other UBC departments and stakeholders.
- Creates project specific information systems for the department to record information, and may specifically take notes and minutes for meetings and for the management team. Identifies department needs and efficiencies in order to establish and refine new virtual filing system, as well as making operational changes or recommendations based on changing departmental demands.
- Oversees the coordination of complex processes. Facilitates project work undertaken by the department by overseeing its administration. This may include but not limited to coordinating work processes, establishing work schedules and priorities, resolving complex issues, assisting with room inspections, cataloguing issues, collating data, and maintaining regular communication with relevant parties regarding ongoing issues.
- Works with other UBC departments as well as external sources such as architectural firms, contractors and vendors to coordinate logistics or exchange information to be able to resolve issues or respond to complex inquiries via investigation and analysis.
- Assigns and perform reception and administrative duties. Acts as one of the first points of contact for the department by receiving visitors, and responding or redirecting people as appropriate. This would include being a liaison between Facilities and Building Services and various external groups.
- Maintains the work request system by entering, editing, and manipulating data while also tracking the progress of each request from beginning to completion. Additionally would gather data and analyze work request statistics, as well as entering and assigning data from invoices and expenses to related work requests, and assigning work requests to department trades, non-Housing trades, and contractors.
- Coordinates the repairs and maintenance of office equipment, departmental ordering for Facilities and Building Services staff, obtains quotes, creates purchase orders and is responsible for receiving, verifying, and tracking invoice payments. Coordinates access to the master key system and electronic communication system through issuing, recording, collecting and maintaining keys, mobile phones, and pagers for the department personnel on a daily basis.
- Tracks work hours for the Facilities and Building Services staff on timesheets and works with the Payroll Department to solve payroll related inquiries. Ensures the accurate recording of data into the payro

  • Building Operator

    5 days ago

    Vancouver, Canada Globe Facilities Services Full time

    Facilities Maintenance company is seeking a building operator, with some minor exterior custodial duties - Responsible for the maintenance and repair of the building envelope, related-equipment, and grounds, including plumbing, lighting, electrical, roof and HVAC. - Performs basic trades work, such as drywall repair, carpentry or painting in the...

  • Manager, Facilities

    2 months ago

    Vancouver, Canada University of British Columbia Full time

    Staff - Non Union Job Category M&P - AAPS Job Profile AAPS Salaried - Facilities Management, Level A Job Title Manager, Facilities & Building Operations Department Facilities and Technical Management | Department of Computer Science | Faculty of Science Compensation Range $5,063.67 - $7,294.50 CAD Monthly The Compensation Range is the span between...

  • Facilities Administrator

    1 week ago

    Vancouver, Canada WSP Full time

    **WSP **is one of the world's leading professional services firms. Our purpose is to future proof our cities and environments. We have over 65,000 team members across the globe. In Canada, our 12,000+ people are involved in everything from environmental remediation to urban planning, from engineering iconic buildings to designing sustainable transportation...

  • Facilities Administrator

    2 days ago

    Vancouver, Canada WSP Full time

    **The Opportunity**: **WSP **is committed to creating workspaces for our employees to thrive. We are currently searching for a Facilities Administrator to join our Facilities Management team, located at our Vancouver office. **Why choose WSP?** - We value and are committed to upholding a culture of Inclusion and Belonging. - A **Canadian **success story -...

  • Building Caretaker

    2 months ago

    Vancouver, Canada Five Star Building Services Full time

    Hello, we are glad you’ve found us! We are **Five Star Building Services** and our Headquarters is in Vancouver, BC. Here are some facts about our business: 1. Five Star is 100% Canadian-owned and operated. 2. We have been a leader in the industry for 20 years and we provide full building maintenance, building management, caretaking, and janitorial...

  • Building Caretaker

    2 months ago

    Vancouver, Canada Five Star Building Services Full time

    Hello, we are glad you’ve found us! We are **Five Star Building Services** and our Headquarters is in Vancouver, BC. Here are some facts about our business: 1. Five Star is 100% Canadian-owned and operated. 2. We have been a leader in the industry for 20 years and we provide full building maintenance, building management, caretaking, and janitorial...

  • Coordinator Facilities Services

    5 days ago

    Vancouver, Canada Simon Fraser University Full time

    Union/Affiliation: **Administrative and Professional Staff (APSA)** - Pay range: **$64,973 to $77,589 annually** - SFU Department Descr: **Vancouver Facilities Services** - Position Grade: **8** - # of openings: **1** - Biweekly Hours: **72** **Who We Are** The SFU Vancouver campus is an enjoyable place to study, work, and visit. The campus is spread...

  • Building Caretakers

    2 months ago

    Vancouver, Canada Five Star Building Services Full time

    **Building Caretaker** **Five Star Building Maintenance Ltd. - North Vancouver, BC** **Job description** Hello, we are glad you’ve found us! We are **Five Star Building Services** and our Headquarters is in Vancouver, BC. Here are some facts about our business: 1. Five Star is 100% Canadian-owned and operated. 2. We have been a leader in the industry...

  • Building Caretakers

    2 months ago

    Vancouver, Canada Five Star Building Services Full time

    **Building Caretaker** **Five Star Building Maintenance Ltd. - North Vancouver, BC** **Job description** Hello, we are glad you’ve found us! We are **Five Star Building Services** and our Headquarters is in Vancouver, BC. Here are some facts about our business: 1. Five Star is 100% Canadian-owned and operated. 2. We have been a leader in the industry...

  • Building Caretakers

    5 days ago

    Vancouver, Canada Five Star Building Services Full time

    **Building Caretaker** **Five Star Building Maintenance Ltd. - North Vancouver, BC** **Job description** Hello, we are glad you’ve found us! We are **Five Star Building Services** and our Headquarters is in Vancouver, BC. Here are some facts about our business: 1. Five Star is 100% Canadian-owned and operated. 2. We have been a leader in the industry...

  • Building Caretakers

    3 days ago

    Vancouver, Canada Five Star Building Services Full time

    **Building Caretaker** **Five Star Building Maintenance Ltd. - North Vancouver, BC** **Job description** Hello, we are glad you’ve found us! We are **Five Star Building Services** and our Headquarters is in Vancouver, BC. Here are some facts about our business: 1. Five Star is 100% Canadian-owned and operated. 2. We have been a leader in the industry...

  • Building Caretakers

    1 month ago

    Vancouver, Canada Five Star Building Services Full time

    **Building Caretaker** **Five Star Building Maintenance Ltd. - Vancouver, BC** **Job description** Hello, we are glad you’ve found us! We are **Five Star Building Services** and our Headquarters is in Vancouver, BC. Here are some facts about our business: 1. Five Star is 100% Canadian-owned and operated. 2. We have been a leader in the industry for 20...

  • Facilities Administrator

    1 week ago

    Vancouver, Canada Vancouver Shipyards Full time

    **Facilities Administrator**: The Facilities Administrator is responsible for providing administrative support to the Corporate Facilities, Real Estate and Corporate Supply Chain groups. This involves performing a range of senior level administrative functions and coordinating confidential information and documentation flow across the respective...

  • Building Caretaker Weekends

    2 months ago

    Vancouver, Canada Five Star Building Services Full time

    Hello, we are glad you’ve found us! We are **Five Star Building Services** and our Headquarters is in Vancouver, BC. Here are some facts about our business: 1. Five Star is 100% Canadian-owned and operated. 2. We have been a leader in the industry for 25 years and we provide full building maintenance, building management, caretaking, and janitorial...

  • Building Facilities Manager

    2 months ago

    Vancouver, Canada Vancouver Talmud Torah Association Full time

    **Vancouver Talmud Torah is hiring a Building Facilities Manager!** Vancouver Talmud Torah is an inclusive Jewish community day school committed to academic excellence and nurturing lifelong learners who engage the world through Jewish traditions and values. At Vancouver Talmud Torah, we provide a stimulating and challenging educational environment infused...

  • Building Facilities Manager

    2 weeks ago

    Vancouver, Canada Vancouver Talmud Torah Association Full time

    **Vancouver Talmud Torah is hiring a Building Facilities Manager!** Vancouver Talmud Torah is an inclusive Jewish community day school committed to academic excellence and nurturing lifelong learners who engage the world through Jewish traditions and values. At Vancouver Talmud Torah, we provide a stimulating and challenging educational environment infused...

  • Building Facilities Manager

    4 days ago

    Vancouver, Canada Vancouver Talmud Torah Association Full time

    Salary: DOE **Vancouver Talmud Torah is hiring a Building Facilities Manager!** Vancouver Talmud Torah is an inclusive Jewish community day school committed to academic excellence and nurturing lifelong learners who engage the world through Jewish traditions and values. At Vancouver Talmud Torah, we provide a stimulating and challenging educational...

  • Building Caretaker

    1 week ago

    North Vancouver, Canada Five Star Building Services Full time

    Hello, we are glad you’ve found us! We are **Five Star Building Services** and our Headquarters is in Vancouver, BC. Here are some facts about our business: 1. Five Star is 100% Canadian-owned and operated. 2. We have been a leader in the industry for 20 years and we provide full building maintenance, building management, caretaking, and janitorial...

  • Building Manager

    2 months ago

    Vancouver, Canada Kellyboy Building Maintenance Full time

    You will be responsible for managing several residential buildings and assist with the tasks listed below including additional work as needed: Coordinate and assist residents/owners with their move booking (set up elevator pads, provide elevator key, pick up payments etc.) Coordinate and assist building tradesmen with access into common areas and service...

  • Building Caretakers

    1 month ago

    North Vancouver, Canada Five Star Building Services Full time

    **Building Caretaker** **Five Star Building Maintenance Ltd. - North Vancouver, BC** **Job description** Hello, we are glad you’ve found us! We are **Five Star Building Services** and our Headquarters is in Vancouver, BC. Here are some facts about our business: 1. Five Star is 100% Canadian-owned and operated. 2. We have been a leader in the industry...