Facilities Services Assistant/Receptionist

The Alberta Teachers’ Association

invites applications for the position of

Facilities Services Assistant/Receptionist

Permanent Full-time Position

The Alberta Teachers' Association, as the professional organization of teachers, promotes and advances public education, safeguards standards of professional practice and serves as the advocate for its members. We are currently seeking a detail oriented and personable administrative professional to help assist visitors, guests, staff and co-ordinate the flow of people and services throughout the building.

The successful candidate will provide support to and work collaboratively with building operations, by booking conference and meeting rooms, entering catering meeting requests and supporting building and safety operations meetings. This position acts as the back-up receptionist at the main entrance to greet public visitors, couriers, and staff daily to Barnett House (Edmonton office).

In this fast-paced position, specific duties include:

• Keeping accurate files and logs on building maintenance activities, contractor visit records, tenant issues, and reconciling building service invoices received for payment;
• Helping visitors, delivery drivers, and contractors way find throughout the building.
• Providing administrative support to the Building and Facilities Manager and the Building Supervisor including attending building meeting attendance and note taking;
• Issuing temporary building access cards and parking stalls and ensuring that security sign-in procedures are followed; and
• Tracking the expiration and renewal dates for building permits and OHS staff training/trade tickets including first aid, boiler tickets, equipment operation certifications, etc;
• Receiving calls and directing visitors at the main reception desk; booking annual arrangements for other services with contractors such as window washing, exterior repairs as needed, fire systems inspections, and the arrival and departure of specialty rental equipment;
• Booking and helping to prepare meeting room rental/event booking paperwork for conference rooms, updating meeting-room electronic signs and event boards daily, and updating catering requests;
• Participating on the building OHS Committee and helping to improve building safety procedures;

Qualifications:

• A certificate in administration, office management or related field. Individuals with formal education or experience in facilities management administration is an asset.
• Three years of experience involving booking appointments, coordinating meetings, record keeping, front line receptionist with call transfer responsibilities/switchboard operations.
• Proficiency in using the Microsoft Office Suite, Excel, and other booking software/databases. Proficiency in using Meeting Room Manager and Signage Master Express software is an asset.
• An ability to perform duties with a high degree of proficiency, initiative and good judgment.
• Strong interpersonal skills, including the ability to maintain good working relationships with staff, stakeholders, customers and to be professional and cordial with the public.
• Strong time-management and organizational skills, including the ability to multitask, work well under pressure and meet deadlines.
• Experience working with an Occupational Health and Safety committee would be preferred.

Salary: This position offers a competitive starting annual salary of $50,804 to a maximum of $63,153 (after 3 years) plus a full range of employer-paid benefits.

Hours of Work: 35 hours per week, 0900-1700, Monday to Friday

Work Location: Barnett House (11010 142 Street NW), Edmonton.

HOW TO APPLY: Submit a cover letter and resume in one attachment along with the names and telephone numbers of two business references should be addressed to Connor Poon, HR Administrator and emailed by 4:00PM on Monday, June 5, 2023.

The Alberta Teachers’ Association thanks all applicants for their interest, however only those candidates selected for an interview will be contacted.