Facilities Services Assistant Apply Online!

Reporting to the Director of Information Technology & Facilities Services, the Facilities Services Assistant is responsible for the day-to-day administration and operational maintenance of the Thunder Bay campus buildings of NOSM University. This role coordinates and provides professional frontline service to ensure that building maintenance is conducted in a timely manner and in compliance with workplace health & safety regulations.

This position is covered by the Terms and Conditions of the OPSEU Unit 677 Collective Agreement (Unit 2). A copy is available on the NOSM University website.

Responsibilities

Tasks include but are not limited to the following:

•Monitors and responds to inquiries and service requests using the customer service request tracking software system, telephone and/or email.
•Coordinates access to offices and other spaces by issuing and maintaining an inventory of keys and access cards.
•Receives, sorts, and distributes incoming mail, faxes and courier packages, and prepares outgoing mail and courier packages for the University.
•Delivers mail to various NOSM U buildings.
•Responsible for the inventory of fixed assets by preparing forms, tagging assets, inputting inventory data, maintaining asset inventory, initiating queries, and printing reports.
•Coordinates with vendors to ensure building systems (lights, elevators, fire safety equipment, etc.) are routinely maintained or serviced when needed.
•Provides furniture setup for scheduled use of classrooms, meeting rooms, and laboratories. Arranges workspace relocations as needed.
•Inspects and evaluates the work of external service providers, reports deficiencies, and makes recommendations for corrective measures to Facilities Services Unit leadership.
•Provides daily instructions to cleaning contractors based on events and changing needs.
•Purchases and distributes equipment, supplies, stationary, and other materials to employees and shared business centres.
•Reconciles credit card expense reports.
•Prepares requisitions in the Colleague ERP system for Purchase Order processing.
•Updates floorplans, prints drawings and reports, prepares custom reports as directed.
•Drafts communiques for power outages, elevator shutdowns, etc.
•Maintains, assembles, and makes minor repairs to furniture, office equipment, and interior decorations.
•Conducts site inspections routinely and in response to facilities operational matters relative to facilities indoor environment, building safety, health & safety, access, and security.
•Responsible for managing rooms and building administration within the internal room booking software – approving scheduled event, room bookings, after hour access, manage room types, user groups, user assignment, building rooms accessible for booking (adding photos and pertinent information).
•Assists in planning space allocation/assignments, building access and security infrastructure and systems.
•Tracks and analyzes internal space utilization; prepares summary/schematic diagram and recommendation for space reallocations and prepares reports. Assists Director in assigning physical space.
•Regularly inspects and maintains first aid kits.
•Assists with unit and individual courier account set-up.
•Serves as a member of the workplace Joint Occupational Health and Safety Committee.
•Participates in unit meetings, training, and other events.
•Performs other duties as assigned.

Qualifications

Éducation

•A postsecondary diploma (in a related discipline) from a recognized Canadian institution with accreditation or an equivalent combination of education and experience is required.
•Trades certificate or property/building maintenance training would be an asset.
•Health and Safety certification is an asset.
•First Aid Training is an asset.

Knowledge, Skills and Abilities

•Minimum of one (1) year related experience is required.
•Building operation, maintenance, and security practices.
•Proficient in Microsoft Office programs (including Word, Excel, and Visio) and survey software such as Qualtrics.
•Knowledge of various computer systems and software such as Microsoft Windows, SharePoint, email, survey tools, etc.
•Equipment and space inventory practices.
•Experience in interpreting, explaining, and applying policies and procedures.
•Attention to detail is critical.
•Deal with people sensitively, tactfully, diplomatically, and professionally at all times.
•Build and maintain a positive working relationship with all onsite service providers and external suppliers.
•Effectively communicate face-to-face or by phone and email.
•Respond quickly in a dynamic and changing environment.
•Furniture and office equipment and repair practices.
•Operate small power tools and use hand tools to perform minor furniture and equipment repairs.
•The Occupational Health & Safety Act and Regulations for Industrial Establishments.
•Multi-task in a high-volume work environment.
•Demonstrated ability to read technical drawings, installation, and maintenance manuals.
•Effectively communicate face-to-face or by phone and email.
•Strong writing, editing and proofreading skills.
•Work independently and as part of a team.
•Gather and analyze data, compile information, and prepare reports.
•Plan, organize and prioritize work.
•Analyze and solve problems typically associated with responsibilities.
•Use discretion and maintain confidentiality.
•Exercise initiative and judgment and make decisions within position’s scope of authority.

Langue

•Must be able to communicate effectively in English (verbally, written and comprehension)
•French/Indigenous language skills would be considered asset

Working Conditions

•Occasional movement of furniture and heavy lifting.
•Normal physical demands of standing, walking, and sitting at a workstation.
•May occasionally require the incumbent to wear protective clothing due to ongoing construction and renovation projects.
•Interaction with employees, management, and external stakeholders.
•Working in a busy office environment with frequent interruptions. The incumbent will be required to work on campus.
•Occasional overtime.