Administrative Assistant, Facilities Services Salary: $ 30.72 - $ 35.22 per hour Full-Time Temporary Appointment until February 05, 2027 The Facility Services department is responsible for all activities related to the maintenance, operations and development of the campus facilities and grounds including the management of campus utilities and construction projects. Reporting to the Energy and Sustainability Manager, the Administrative Assistant will work as part of an 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. Additionally, the incumbent will provide support to Managers within the Facility Services Department for recording, analyzing and reporting of accurate financial related data ensuring compliance with departmental and institutional processes and contributing to informed decision making.

Oversee all administrative duties associated with the effective operation with the Facility Department. Act as first point of contact with the general public to help facilitate the effective coordination of the activities and processes including dispatching of Trades. Provide administrative support to AVP, Director, managers in the Facilities department and the project teams as well as the Trades teams.

Facilitate building access for students, staff and faculty including keys and remote card access, while identifying specific access needs. 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 on-line orders for office supplies.



Prepare communications for the university community regarding maintenance and emergency disruptions to campus facilities while handling confidential and sensitive information related to external vendors, students, faculty and staff.

Support campus space, planning and development activities as required. life and fire safety inspections, snow removal, and cleaning. Maintain comprehensive databases for vendors, budgets, invoices, monthly deficiencies, licensing and certificates. Responsible for petty cash and reconciling Visa receipts for Facility, Buildings, Electrical, Mechanical, Grounds Vehicles; with Visa Spend Clarity and confirming correct budget. keep accurate records of budgets on database, advise and support Facility Director when an increase is required.

Prepare overtime payroll for manager review and prepare meal allowances and phone stipends for Trades

- One (1) year college certificate or equivalent in office administration or related field. Two (2) to four (4) years of related experience at an administrative assistant level. Ability to work under tight deadlines in an environment with changing priorities while ensuring effective performance, attention to detail, and accuracy
- Proven ability to deal with emergency situations within a framework of multiple principles and guidelines and to apply professional judgment in which clear direction is unavailable and/or interpretation is required




- Strong interpersonal and customer service skills
- Strong literary, numeracy, computer literacy skills, i.e. proficiency in Google and Microsoft Office suite programs, Adobe, Zoom, etc. and working knowledge of programs such as Megamation, Ellucian, Fusion, Archibus, Visa Centresuite, Adobe ID, and Honeywell
- Ability to work fluently (verbal and written) in both official languages, French and English, is required. ***Should you complete an application through our online form and receive an error, please submit your application to [email protected] official University hours of operation shall be from 9:00 a.m. Monday through Friday, during, and including, the months from September to April, and from 8:30 a.m. m Monday through Friday during and including May to August., At Laurentian University, we recognize that work-life balance is essential for both personal well-being and professional success. Our policy offers employees some flexibility to better balance personal needs while maintaining effective service delivery.

Laurentian

University is an inclusive and welcoming community committed to employment equity. Applications are encouraged from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.

Laurentian

University’s bilingualism policy provides a provision regarding the language requirement for persons self-identifying as First Nations, Métis or Inuit.

Laurentian

University is committed to providing an inclusive and barrier-free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process.

📌 Administrative Assistant, Facilities Services (Ontario)
🏢 Laurentian University/ Université Laurentienne
📍 Ontario