Temporary Administrative Assistant

TEMPORARY ADMINISTRATIVE ASSISTANT

BCGEU FACILITIES DEPARTMENT

JOB ID: T0446

Job Title: Administrative Assistant (L4) – Facilities Department

Duration: Temporary 3-month

Location: 4126 Norland Ave, Burnaby, BC V5G 3S8

Wage Rate: $37.91 - $41.30 per hour

Job Summary:

This position reports to the Director of Facilities and Procurement and provides administrative support to the Facilities department. Working with the CMMS Management Planner, the position creates and maintains MaintainX work orders from Jira requests, follows up with requesters to obtain complete information, and supports the timely routing of facilities issues. The position also assists Facilities staff with purchase orders and supports administrative staff with invoice entry and payment documentation.

Key Responsibilities:

Work Order & Operational Management

• Review incoming Jira requests and create corresponding MaintainX work orders, recording the location, issue, requester, supporting documents, and relevant details.
• Contact requesters to clarify incomplete or vague submissions, obtain photographs and access information where needed, and confirm urgency and operational impact. Add all additional information to the MaintainX work order.
• Triage and route requests using established priorities and the direction of the CMMS Management Planner. Immediately notify building operators or designated Facilities staff of urgent or emergency requests.
• Maintain references between Jira tickets and MaintainX work orders. Update both systems to keep information and status consistent, avoid duplicate entries, and close records once completion is confirmed by the responsible Facilities staff.
• Follow up on outstanding requests and coordinate contractor site visits, access arrangements, and scheduling with Facilities staff and local Area Office contacts.

Administrative & Financial Operations

• Assist Facilities staff to prepare, issue following approval, and track purchase orders. Maintain supporting quotes, approvals, and purchasing records.
• Order approved materials and supplies for Facilities staff, confirm quantities and delivery requirements, track deliveries, and follow up on outstanding orders or discrepancies.
• Compare invoices with purchase orders, quotations, and confirmation of completed work. Refer discrepancies to the appropriate Facilities or administrative staff for resolution.
• Assist other administrative support staff by entering invoices and supporting documents into the payment system and routing them for required review and approval.
• Maintain service contract records, track renewal dates and project timelines, follow up on vendor correspondence, and keep vendor and emergency contact lists current for all locations.
• Assist with utility account records and municipal or regulatory permit applications by collecting documentation, submitting approved information, and tracking follow-up requirements.
• Draft correspondence, maintain electronic files and departmental records, organize meetings, prepare and distribute minutes, and arrange travel or training logistics as required.

Communications & Facilities Helpdesk

• Receive facilities calls and emails, clarify requests, and direct inquiries to the appropriate staff.
• Monitor the Facilities email inbox throughout the workday, give priority to urgent messages, and immediately escalate emergencies to designated Facilities staff.
• Enter facilities requests received by telephone or email into MaintainX and record the information needed for follow-up.
• Draft and distribute approved notices about planned maintenance, repairs, site access, and service disruptions to affected offices.

Other Duties

Provide related administrative support to the CMMS Management Planner, Facilities staff, and the Director of Facilities and Procurement as required.

Key Success Factors:

Key Metrics

• Work orders contain complete, accurate information and are updated promptly when additional details are received.
• Urgent and emergency requests are escalated immediately to the appropriate Facilities staff.
• Jira and MaintainX records remain consistent, with outstanding items followed up and completed work accurately recorded.
• Purchase orders and invoice entries are accurate, supported by required documentation, and routed promptly for approval.
• Requesters, vendors, and Area Office staff receive clear and timely communication.
• Works collaboratively, shares information, and supports the team during high-volume periods.

Education and Relevant Experience:

• High school graduation supplemented by administrative or office administration training.
• Two to four years of administrative experience, preferably supporting facilities, maintenance, or a service department.
• Experience preparing purchase orders, entering invoices, and maintaining financial and vendor records.
• Experience with work order or service request systems such as MaintainX and Jira is preferred.

Knowledge, Skills, and Abilities:

• Proficiency in Microsoft Word, Excel, Outlook, and PDF management tools, with the ability to learn MaintainX, Jira, and purchasing and invoice systems.
• Accurate keyboarding and data entry skills with strong attention to detail.
• Strong verbal and written communication skills and the ability to obtain clear information from requesters.
• Strong organization, time management, and prioritization skills, with the ability to remain calm and work effectively under pressure and deadlines.
• Ability to recognize urgent facilities issues and escalate them using established procedures.
• Ability to maintain accurate electronic records and handle confidential and sensitive information.
• Ability to work independently within established procedures and collaboratively with Facilities, administrative staff, vendors, and Area Offices.
• Knowledge of union procedures and BCGEU structure is preferred.
• Flexibility and adaptability within a changing operational environment.

HOW TO APPLY:

Please note that temporary and probationary employees are not eligible for remote work arrangements.

The BCGEU supports employment equity. Indigenous workers, workers of color, women, 2SLGBTQI+ workers, and workers with disabilities are encouraged to apply for positions with the BCGEU.

Please include only one attachment with your application. If you need to include both a cover letter and a resume, combine them into a single file before uploading. Please reference the Position Title and the Job IDin the subject line when submitting your application. Applications with multiple attachments may be rejected.

Resumes will be accepted by e-mail to: [email protected]