Facilities and Building Services Clerk (Part-time)

About the role

Under the general supervision of the Facilities and Building Services Admin Supervisor, this part‑time position provides reception and administrative support for the Facilities and Building Services office at UBC. The role is normally two days per week, with full‑time availability required in December and from mid‑April to mid‑September.

Key responsibilities

• Serve as the first point of contact for visitors and redirect inquiries to appropriate staff.
• Perform reception duties, manage office equipment repairs and coordinate schedules for special projects.
• Respond to complex inquiries, investigate issues and provide information to stakeholders.
• Coordinate departmental ordering, obtain quotes, create purchase orders and track invoice payments.
• Manage the master key and electronic communication systems, issuing and collecting keys, phones and pagers.
• Maintain the work‑request system, enter and track data, assign requests to trades and contractors.
• Track staff work hours, liaise with Payroll to resolve entitlement and payroll inquiries.
• Monitor on‑call schedules and ensure coverage for residences and guest areas.
• Assist with new employee recruitment, orientation and the recall process.
• Develop and maintain a virtual filing system and compile data for management decisions.

Required profile

• High school graduation, one year of post‑secondary education and at least four years of related experience, or an equivalent combination.
• Demonstrated commitment to equity, diversity and inclusion.

Required skills

• Proficient computer skills (Microsoft Word, Excel, Outlook).
• Ability to operate standard office equipment and maintain high accuracy with attention to detail.
• Excellent oral and written communication, interpersonal and organizational abilities.
• Capacity to work independently, as part of a team and under pressure to meet deadlines.