Facilities Administrative Assistant

at  The Town of Canmore

The Town of Canmore is currently looking for a dedicated, organized and detail orientated administrative professional to join our team!
Why work for the Town of Canmore? Our public meeting spaces, recreation facilities and arenas are a central hub in the community. They represent important spaces where people from all areas of our community can come to exchange ideas, make important decisions, work hard and play together. The Town of Canmore is committed to providing residents, staff, and visitors with exceptional community spaces. By joining our facilities team, you will help make this possible.
Position Overview:
As part of the Facilities Team and reporting to the Manager of Facilities, the Facilities Administrative Assistant is responsible for administrative duties related to the operations of the Facilities department. This position will be the departmental power user of SharePoint and the Town of Canmore (“Town”) digital asset management system. The role requires the individual to act as a vital liaison between the Facilities team, other town departments and the public for any inquiries or concerns within our many facilities such as leaseholder affairs, facility bookings, equipment malfunctions, repairs and safety issues. The Administrative Assistant provides critical administrative and research support for project procurements. The position will be responsible for a variety of duties as assigned that may not be part of the regular day-to-day expectations, including some facilities operational tasks.
This is the perfect job for someone who strives to make meaningful and direct impacts in the community through the use of their strong organization, administrative, and relationship building skills. In this role, you will have the opportunity to work with a fantastic team of dedicated, technical professionals who are responsible for the construction, operations, and maintenance of our community facilities. You are a friendly, fun and outgoing team player who has the ability to cultivate meaningful and collaborative relationships within your team and the public.

CORE ACCOUNTABILITIES:

• Provides ongoing administrative support to the Manager of Facilities, supervisors and staff including daily administration activities, customer service inquires (phone, email, in-person), filing, facility bookings, database integrity, special events, user group support, project management, and public communications and consultations
• Provides administrative support on technical operation and capital projects such as RFP/RFQ’s tendering, grant procurement, contract development, and project coordination
• Is responsible for database integrity, input, and reporting from Facilities database management systems such as asset management software, Finance and HR database systems
• Accurately processes and maintains a high volume of daily purchase orders, procurement contracts and other purchasing documents
• Provides support to Manager of Facilities and Facilities Supervisors with the budget process, asset management, facilities business plans and reports
• Drafts, reviews, and edits written correspondence such as letters, emails, contracts, advertising
• Research and sources information to support various projects and initiatives
• Liaises with leaseholders, contractors, and user groups to address contracts and to provide orientation and other pertinent information
• Develops agendas, meeting packages, and meeting minutes
• Regularly views and updates the Facilities web section on the Town’s web page
• Power user for Facilities and Town business software and applications such as SharePoint, DocuSign, Office 365, Intelligenz, and asset management software, teaching others how to use the systems, managing data, and reporting

EDUCATION & QUALIFICATIONS:

• Post-secondary education or certification in office administration or a similar field– preferred
• CPR/First Aid Certification – asset
• Class 5 Alberta Driver’s License – required

EXPERIENCE:

• Two years’ experience in office administration or a related field of work – required
• Advanced proficiency with Microsoft office programs (particularly Excel), with the ability to independently create and edit a variety of documents and spreadsheets – required
• Database management experience, including data entry, extraction, and reporting – required
• Strong oral and written communication in English – required
• Strong organization skills with proven detail orientation – required
• Organizational habits to understand, realistically plan for and meet deadlines, while adapting to changing demands and priorities – required
• Experience reviewing and editing documents and correspondence – preferred
• Experience in a municipal setting – asset
• Experience with digital asset management software and municipal accounting software – asset
• Experience providing administrative support for procurement and project management – asset
• Experience working in construction, building maintenance, or custodial environments - asset

Please refer the Job description for details