Overview
Provide clerical assistance to the Manager, Office Services and Facilities, including maintaining department files and records. Take, transcribe, and distribute meeting minutes; type and circulate agendas. Operate a multi-line switchboard, answer inquiries, provide basic information, and refer calls. Receive and sign in visitors; issue visitor badges and notify staff via instant messaging or email. Manage the Willingdon Office Services and Facilities email inbox and address employee concerns and requests. Compose and send weekly communications to building staff; maintain department email contact/distribution lists. Maintain weekly updates on internal team website. Update Atrium monitor messages weekly using software programs. Assist with committee and project meetings (formatting materials, requesting information, confirming attendance, preparing meeting/event packages, managing AV requirements, reminding staff of deadlines, registering attendees). Create, update, and maintain building signage. Arrange and confirm meetings, book meeting rooms, and circulate agendas. Open and sort incoming mail; forward to appropriate individuals. Receive and manage courier deliveries and notify staff. Receive and process RFPs for Procurement and transfer to buyers after date/time of closing. Manage and audit temporary security access cards, take photos for cards, and modify staff access using an access control system after manager approval. Conduct regular audits of secured rooms at Willingdon. Triage and address onsite security issues with Integrated Protection Services. Set up and maintain filing systems for correspondence, locker assignments, and events. Maintain inventory of general department supplies (including copy paper, evacuation kits, and emergency supply cabinet replenishment) and submit orders via PeopleSoft eProcurement. Manage Fitness Room locker applications, waivers, and locker assignments; conduct regular audits. Maintain Atrium and Fitness room calendars. Manage weekly service calls from vendors (printers, vending machines, confidential shredding, composting). Manage logistics and resources for onsite events, coordinating furniture reconfigurations and liaising with Maintenance Manager and Security. Perform other related duties as assigned
