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PROPERTY MANAGEMENT, FACILITIES MANAGEMENT
ADMINISTRATIVE ASSISTANT (P5880)
Deadline: February 8, 2021
Reporting to the Manager, Efficiency Programs, External Contracts and Sustainability, the incumbent provides front-line and support services, contributes to the Procurement to Pay process, consolidates and prepares invoices for approval, meets with internal & external stakeholders. He/she maintains the daily operations of a Building Portfolio and acts as a resource to the Property Management unit.
- Provide front-line and support services, contribute to the Procurement to Pay process, consolidate and prepare invoices for approval, meet with internal & external stakeholders including multiples vendors for Property Management.
- Ensure that the departmental office runs smoothly by responding to, and directing, incoming mail, e-mail, and phone or in-person enquiries from the University community, and external organizations.
- Coordinate with the Directors, Managers and Supervisors the Procurement to Pay process and ensure that the policies and procedures are met.
- Request and receipt quotes, create web requisitions, prepare change orders, get necessary approvals and liaise with Stakeholders in a timely manner. Maintain inventory and order supplies.
- Prepare invoices ready for receiving and approvals by matching appropriate contractual documents and related work order, and process for payment as per departmental procedures.
- Coordinate with the Directors, Managers and Supervisors with the P-Card reconciliation, follow-ups with vendors, and track expenses in financial systems (Millennium).
- Maintain an organized filing system of print and digital documents.
- Provide back-up to the other Administrative Assistants, Property Management, when needed.
- Retrieve and organize data for the preparation of reports, documents and logs, and prepare documentation for distribution to committees; collect, receive, prepare and circulate On-Call schedules, and Open/Close activities calendars for periods of reduced operations.
- Provide support for Property Management staff. Format and write a variety of correspondence, reports, charts, tables, minutes, signage and other documentation and arrange for their filing, distribution and/or presentation.
- Diploma of Collegial Studies (two-year pre-university DEC) in a relevant field and two to four years of work experience.
- Good knowledge of the Procure-to-Pay process and ability to process financial and accounting transactions.
- Knowledge of building operations is essential.
- Good knowledge (Level 4) of spoken and written English and French.
- Good knowledge (Intermediate level) of Word and Excel.
- Excellent communication and interpersonal skills in order to deal with internal and external stakeholders.
- Excellent organizational and analytical skills with the ability to work well under pressure.
- Ability to meet deadlines in an efficient manner.
*Please note this is Pay Equity designated position PE115-14A and that the associate salary range is $28.91 - $34.78 per hour.
Interested applicants must submit a curriculum vitae with a covering letter by February 8, 2021. Please click on the How to Apply button below for further instructions.
IMPORTANT: The language and computer skills of short-listed candidates will be tested.
Concordia University is committed to Employment Equity and encourages applications from women, Aboriginal Peoples, visible minorities, ethnic minorities, and persons with disabilities.
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