Site Services Assistant

2 weeks ago

New Westminster, Canada Douglas College Full time

The Role

Provides support to Facilities Services by coordinating projects/events and resolving operational issues that would otherwise require the direct administration of the Site Services Supervisor or the Manager, Facilities Services. Coordinates the daily operational activities of the site services, including room bookings, parking administration, college key inventory, and the Building Service Workers. Provides exceptional client-centred service on a consistent basis to all internal and external stakeholder groups. Responsibilities 1. Coordination of Site Services Unit.
a. Coordination of the operational daily activities of Site Services, including room bookings and preparing work requests;
b. Provides direct administrative support to the Manager, Facilities Services which includes greeting and assisting visitors, handling phone calls and inquiries exercising discretion in determining the information provided and/or referring appropriately, handling day-to-day client relations and problem-solving, maintain complex databases and spreadsheets;
c. Manages the College key system and follows procedures;
2. Maintenance of Site Services Operations
a. Responsible for timely response and delegation of requests and inquiries received via site services phone and centralized email to the Building Service Workers;
b. Supports clients in event planning by coordinating timely responses to their questions for set-up, approvals, and use of ancillary services (cafeteria contractor, parking contractor, BSW, etc.);
c. Generates billing advice notices to Finance for external room bookings. Queries payment records for infractions by external groups prior to accepting further bookings;
3. Performs other related duties.
a. Provides information on Site Services/Room Bookings issues for resolution by the Site Services Supervisor/Facilities Manager.
b. Performs other duties as assigned. To Be Successful in this Role You Will Need 1. Completed a one (1) year program in a related field at a recognized post-secondary educational institution in addition to a minimum of two (2) years directly related work experience in data-based facilities management. An equivalent combination of education and experience may be considered.
2. Excellent interpersonal and cross-cultural communication skills including written and verbal fluency in the English language.
3. Strong interpersonal skills including a demonstrated ability to develop establish and maintain effective working relationships with administrators, managers and staff.
4. A demonstrated ability to:
- Keyboard at 50 wpm and use Word and Excel at the intermediate level.
- Provide efficient, client-centred service in person, in writing, and over the telephone with the college community and outside agencies.
- Compose business correspondence and reports.
- Organize billings for events and correspond with finance to ensure timely invoicing.
- Plan and coordinate events and meetings
- Problem solve and identify resources required to facilitate solutions.

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