Facilities Administrator

Nikita Mongia

72 hours in a bi-weekly period

Saskatchewan Polytechnic considers the diversity of our workforce to be one our leading strengths and greatest assets. Our employee diversity enhances our ability to meet the needs of an increasingly diverse student population. Currently, approximately 20% of our students are Indigenous. A continued emphasis on the development of a representative workforce is one of Sask Polytech’s strategic priorities and, as an organization, we are making significant efforts to attract and retain Indigenous employees.

Reporting to the Manager, Campus Facilities, the Facilities Administrator has wide-ranging responsibility related to customer service and the operation of diverse facility services. The position is responsible for furniture and equipment moves, facilities maintenance, internal and external campus room bookings, parking, lockers, student housing, signage, key management, projects, and related administrative duties. They will possess excellent organizational skills, proficiency in database management, and strong communication abilities.

All activities are required in accordance with SaskPolytechnic policies and procedures, Occupational Health & Safety regulations, SaskBuilds and Procurement, Fire & Police Protection Services and other external agencies guidelines or requirements.

Furniture/Equipment Moves

• Lead furniture moves across campus in response to departmental requests, event planning or facility renovations, ensuring timely and efficient execution.
• Collaborate with departmental contacts to assess furniture needs and develop move plans that align with their requirements.
• Conduct site visits to evaluate space layouts, identify potential obstacles, and plan move logistics accordingly.
• Supervise moving crews and provide directions to ensure that moves are completed safely, accurately, and according to established timelines.
• Facilitate move progress and address any issues or concerns that arise, proactively resolving challenges to minimize disruptions.
• Coordinate with internal and external stakeholders including the President’s office to plan and execute various high-profile events, by providing on-site support during events, overseeing setup, execution, and teardown activities to ensure smooth operations.
• Oversee, execute, and complete the setup and breakdown of events, including lifting and moving items.

Facilities Maintenance

• Process and monitor work requests from concept to completion by responding promptly to maintenance requests from building occupants and/or landlord.
• Facilitate, organize, and oversee the work for contractors and vendors for repairs or servicing.
• Lead facilities maintenance progress and address any issues or concerns that arise, proactively resolving challenges to minimize disruptions.
• Monitor, maintain and conduct regular inspections to identify maintenance and aesthetic needs on campus.
• Support contract administration by ensuring timely renewals and accurate invoicing

Campus Room Bookings

• Facilitate and lead responding promptly to booking inquiries and communicate effectively with internal and external stakeholders.
• Coordinate campus room bookings for various events, meetings, and activities. Working with all levels of leadership including the President’s office, senior management, out of scope, faculty and staff.
• Analyze and investigate room utilization and report recommendations for optimizing space usage.
• Analyze, troubleshoot and resolve conflicts or issues related to room bookings.
• Facilitate solutions to internal and external stakeholders to address their needs and concerns.
• Build and maintain positive relationships with scheduling departments and program coordinators.
• Collaborate with other campus departments to ensure seamless coordination of room bookings.
• Generate reports on room usage, availability, and booking trends as needed.
• Continuously seek opportunities for process improvement and efficiency in room booking procedures.
• Educate staff and stakeholders on room booking policies and procedures.

Parking

• Administer parking by assigning, terminating and suspending parking stalls to staff and students, within established policies and procedures, ensuring fairness and efficiency.
• Effectively manage the parking waitlist, prioritizing requests based on availability and necessity.
• Coordinate with payroll by providing necessary parking information for payroll processing, ensuring compliance with policies and procedures, and liaise with HR as required.
• Input parking information accurately into the app to maintain up-to-date records.
• Administer and communicate parking details with parking vendor, ensuring clarity and accuracy.
• Create parking sandwich board signs for events, ensuring clear signage and directions for attendees.
• Monitor parking lot occupancy and provide recommendations for optimizing space usage.
• Collaborate with campus stakeholders to address parking-related issues and implement solutions.
• Review parking policies, regulations, and procedures, ensuring compliance and enforcement as needed.
• Assist with special projects and initiatives related to parking management, as assigned.

Lockers

• Administer accurate records of locker rentals, including rental periods and expiration dates.
• Administer the rotation of locks on lockers as rentals expire, ensuring that each locker is ready for the next rental period.
• Communicate with students to remind them of upcoming locker rental expirations and facilitate the renewal or return process.
• Assist students with locker-related issues, including providing instructions for opening locks, troubleshooting malfunctions, or cutting locks when necessary.
• Respond to inquiries and requests from students and programs regarding locker availability, rental rates, and policies.

Wayfinding Signage

• Collaborate with various departments to assess signage needs and requirements for offices and classrooms.
• Develop comprehensive wayfinding signage plans for different areas of the campus, ensuring clear and intuitive navigation for visitors, staff, and students.
• Coordinate with external vendors and/or internal resources to produce and install signage promptly, prioritizing urgent requests and communicating timelines to stakeholders.

Projects

• Assist the Facilities Coordinator in planning, directing, and coordinating projects from conception to completion.
• Work closely with SaskBuilds and Procurement to develop project scopes, objectives, and schedules effectively.
• Assist in monitoring project progress and provide regular updates to Coordinator, addressing any issues or concerns that may arise.
• Assist in conducting project meetings, preparing agendas, documenting meeting minutes, and following up on action items.
• Provide administrative support to the Facilities Coordinator and project teams as needed, including organizing meetings, preparing reports, and handling correspondence.
• Assist in evaluating project outcomes and identifying opportunities for improvement in project management processes and practices.

Administrative Duties

• Oversee, administer, and support several inboxes, making timely decisions on outcomes.
• Develop and maintain contractor and vendor contact lists for chargeback and inventory purposes.
• Administration of purchase orders and invoice management through our internal systems.
• Process invoices for payment in accordance with established procedures and reconcile statements for procurement card.
• Maintain accurate records of key distribution, tracking the assignment of keys to individuals and coordinating the collection and return of keys from employees, contractors, and other authorized users.
• Issue and maintain alarm codes and fob applications for staff and authorized personnel, ensuring timely issuance and deactivation as needed.
• Maintain and update the office calendar regularly with upcoming events, meetings, deadlines and communicate changes and updates to relevant staff members as necessary.
• Monitor office supply levels and place orders in timely manner.
• Check and distribute incoming mail efficiently.
• Other duties as assigned.

1. Certificate in business administration or related field and/or equivalent combination of education and experience.
2. Three years previous experience in administration, customer service, event planning, scheduling, or facilities management.
3. Commitment to providing exceptional service and maintaining positive relationships with internal and external stakeholders.
4. Proficiency in Microsoft Office Suite and experience with databases.
5. Attention to detail and accuracy in data entry, creation of reports and financial reporting.
6. Strong organizational and time management skills with the ability to multitask and prioritize effectively.
7. Excellent communication and interpersonal skills, with a customer-focused approach.
8. Ability to work well under pressure and in fast-paced environments.
9. Ability to work collaboratively in a team environment and independently with minimal supervision.
10. Valuing Diversity