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Position Summary:
Under the direction of the immediate supervisor, the incumbent oversees the day-to-day operations of the buildings and implements changes to improve efficiencies. May organize, distribute and verify work. Provides comprehensive support to the organization of events and initiatives. Liaises with internal and external stakeholders.
Major Duties and Responsibilities:
Act as frontline resource, provide front-desk coverage and serve as the point of contact for building-related matters.
Monitor the Faculty-wide service inbox, ensuring each inquiry is acknowledged, actioned or escalated, and followed through with the appropriate services or contractors, including on-site coordination, until the work and correspondence is followed through to resolution.
Oversee daily operations of the buildings, set requests and space-related priorities and schedules, implement and improve procedures, and follow up on decisions. Serve as a resource on policies, resolve complex issues, and create process documentation.
Coordinate high volume correspondence and follow ups on time sensitive requests involving multiple stakeholders.
Identifies and analyses discrepancies and errors. Corrects errors and follows up on problems.
Serve as the primary liaison with FMAS for cleaning, maintenance, repairs, shutdowns, and renovations. Communicate building policies, maintain occupancy records, manage key and card access (including after-hours access), and support emergency preparedness, fire drills, inspections, and safety communications.
Work with Space Management Coordinators to track space usage, conduct space verifications, update space inventory data, and report changes. Coordinate temporary space assignments for events in alignment with building policies.
Respond to inquiries from callers and visitors, provide information, and direct them to appropriate contacts.
The list of duties and responsibilities outlined above is representative and not a complete and detailed list of tasks which may be performed by an employee.
Other Qualifying Skills and/or Abilities:
Demonstrated experience with space and building coordination.
Proven ability to respond calmly and constructively to complaints, dissatisfaction, and challenging interactions while maintaining perspective and professionalism.
Ability to triage and respond to requests promptly, including identifying when guidance is required and proactively escalating matters rather than allowing them to remain unanswered.
Proven ability to work autonomously and as a member of a team, coordinate multiple and or overlapping tasks, shifting priorities, and address urgent requests effectively.
Proven organizational, prioritization, skills, with the ability to stay focused, aligned with team members, and adaptable to rapid changes.
Demonstrated capacity to provide responsive customer service and be solution-oriented in a high-pressure environment. Maintains professionalism when navigating complex and sensitive situations.
Demonstrated accuracy and attention to detail. Proven ability to coordinate arrangements for events and meetings.
Demonstrated communication skills and a proven ability to transmit and receive information accurately both in writing and verbally.
Demonstrated discretion in dealing with confidential information.
Proficient in a PC environment using specialized databases, word processing, spreadsheets, presentation software, email and the Internet.
Knowledge of French and English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level #4 on a scale of 0-4.
Additional Information:
The incumbent will have to work onsite 5 days a week.
Minimum Education and Experience:
Hourly Salary:
Hours per Week:
Supervisor:
Position End Date (If applicable):
Deadline to Apply:
McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [email protected].
Skills Required
- DEP in Office Systems with 4 years of related experience, or DEP in Secretarial Studies
- Experience with space and building coordination
- Ability to respond professionally and constructively to complaints and challenging interactions
- Ability to triage, prioritize, escalate, and follow up on requests promptly
- Ability to work autonomously and collaboratively while coordinating multiple, shifting, and urgent tasks
- Strong organizational, prioritization, adaptability, and problem-solving skills
- Responsive customer service and solution-oriented approach in a high-pressure environment
- Accuracy and attention to detail
- Ability to coordinate events and meetings
- Strong written and verbal communication skills
- Discretion when handling confidential information
- Proficiency in a PC environment using databases, word processing, spreadsheets, presentation software, email, and the Internet
- Knowledge of French and English
- Availability to work onsite five days per week
What We Do
McGill University is a public research university with extensive research activities across various engineering disciplines, including civil and materials engineering, focusing on areas like construction materials and advanced manufacturing.
