Facilities & IT Administrator (Job ID: 20210113)
Status: Permanent | Vacancies: One | FTE: 0.6 | Schedule: Monday, Tuesday, Thursday, and Friday from 10 a.m. to 4 p.m.
Are you a skilled Facilities & IT Administrator? Do you have what it takes to play a key role in positioning our organization for future growth?
Working collaboratively with respective internal and external stakeholders and reporting to the Manager of Governance & Policy, the Facilities & IT Administrator is responsible for the coordination of facility management, administrative activities, and sustainability initiatives and provides support to Calgary West Central Primary Care Network (CWC PCN) main office operations.
Main office administration
- Provide main office facilities and reception coverage
- Screen and forward incoming calls and messages
- Monitor the multiple email inboxes and respond to or forward messages as necessary
- Arrange couriers, handle incoming and outgoing mail for main office, and coordinate with overnight mail/courier services, as well drop off outgoing mail at nearby mailbox when needed
- Assist in issuing and retrieving CWC PCN assets from incoming or departing employees
- Coordinate implementation of the facilities work plan with the Manager of Governance & Policy
- Maintain inventory and purchase office supplies
- Ensure the coffee/tea/water contract is executed and equipment maintenance is performed with vendors
- Maintain the physical main office space, ensuring a safe, clean, professional and functional environment
- Oversee quality of service and coordinate the frequency and scope of cleaning and other maintenance-related contracts/services with external vendors
- Identify green initiatives, sustainable resourcing, and socially responsible purchasing opportunities
- Responsible for snow removal and salting of slippery walkways at the main office and Primary Care Centre when there are delays with the snow removal company in order to maintain health and safety legislation
- Coordinate essential services such as waste disposal, recycling, secure paper shredding, and other services
- Conduct monthly audits of the main office facility to ensure all cleaning, disposal, and maintenance services are delivering results in accordance with their contracts
- Identifying opportunities for facility management efficiencies, streamlined processes, and cost savings
- Coordinate the inspection and upkeep of CWC PCN facilities to determine the need for maintenance repairs or renovations (e.g., HVAC, mechanical, electrical, plumbing, carpentry, critical systems, etc.)
- Liaise with the CWC PCN Occupational Health and Safety (OHS) Committee to ensure that CWC PCN facilities meet all Alberta OHS regulations
- Manage parking passes issued to main office employees. Responsible for tracking assigned passes and monitoring parking requirements at main office
- Conduct visitor and employee orientations to the facilities as needed
- Set up the meeting rooms for meetings and events as required
- Access control system management for employee access fobs and door access scheduling
- Issue and retrieve key fobs for all CWC PCN employees, including creating new key fobs for employee onboarding, changing key fob access controls, and removing fob access when an employee leaves the organization or as required
- Alarm system code management for main office employees, including training and organizational support
- Manage CWC PCN video surveillance system, including assisting with incident retrieval and investigation, and ensuring regular system maintenance is conducted
- Manage CWC PCN key inventory including access door, desk, and cabinet keys.
Facilities and IT administrative support
- Serve as back-up support to the IT team as a system administrator for TELUS Business Connect, including user profile setup, adding new staff, removing departed staff, device management and deployment, training, documentation, and providing technical support
- Act as the first point of contact for meeting room technology, office printers, and video conferencing equipment troubleshooting, setup, and service scheduling
- Update the office administrative guides, operations manuals, and equipment training guides as needed
- Support the Governance & Policy department in coordinating various projects, tasks, and initiatives as assigned
Education and experience: Diploma in related field of office administration, business administration, network system administration, and/or building and maintenance support preferred. Minimum five (5) years’ experience working in office administration and building/ maintenance support is preferred. Experience with computer applications, including Microsoft Office Suite, to create and maintain reports and logs is required. Knowledge of project management principles, document control, and implementation of programs is an asset.
Organization and attention to detail: Precision, accuracy, and high attention to detail in all aspects of work. Strong ability to self-motivate, multi-task, and prioritize effectively. Exceptional organizational skills and proven ability to work under pressure and meet deadlines in a fast-paced environment.
Problem-solving: Ability to think critically and evaluate facts to problem-solve in all aspects of work. Excellent initiative and follow-through. Ability to work in a fluid environment.
Team-oriented: Very comfortable working in a team environment incorporating group problem solving; shares information and responsibility; is not territorial. Strong relationship-building skills, both internally and externally.
Communications and client relations skills: Outgoing, persistent, and energetic. Strong communication and interpersonal skills; able to handle requests and complaints in a professional, non-confrontational manner.
Physical requirements: Must be able to lift up to 30 pounds occasionally. Must be able to bend, lift, and stretch to maintain equipment and facilities. Must be able to work in a variety of weather conditions. Must be comfortable standing and walking through facilities for prolonged periods.
Background check: a clear Criminal Background check is required to start. If you have resided outside Calgary in the past 12 months, you will need to contact the local police or RCMP detachment in your previous residential municipality to be able to obtain a full report.
Fully valid driver’s license and reliable vehicle required.
Why work for us?
Employees of the CWC PCN enjoy a competitive salary and benefits package that includes employer-paid premiums for health and dental benefits, healthcare spending/wellness account, learning account, eligibility to contribute to our group RRSP plan and receive an employer match, flexible working options, generous vacation and personal time off allowances, education days, as well as professional development opportunities.
The CWC PCN is a leader in the provision of primary care through collaboration, innovation and teamwork, creating healthy patients and satisfied providers.
The CWC PCN is committed to providing a physically, emotionally and psychologically safe environment for all workers, patients and visitors.
How to apply
Due to the high volume of applications we receive, only those who apply through the CWC PCN website will be moved forward in the recruitment process. This is a necessary step as we require important information from our online application form. Please include your cover letter and resume when submitting your application.
Submit your application through the CWC PCN Careers page.
Only submissions received with the following three (3) documents will be considered:
- Completed and signed application form (available on the CWC PCN Careers page).
- Cover letter
We thank all applicants for their interest; however, only shortlisted candidates will be contacted.
Posting will remain open until the role is filled.