Facilities & Administrative Coordinator

Role Responsibilities

This is an excellent opportunity for someone with strong organizational skills, a commitment to customer service, and experience managing facilities and operational logistics in a complex environment. This multifaceted role is critical to ensuring our ministry's office environments remain safe, functional, and efficient. You will play a key role in building maintenance, parking administration, security access, tenant improvements, furniture services, and related operational support.

The job responsibilities include:
1. Building Maintenance & Operations

• Administer service requests through the ANGUS system.
• Liaise with AB Infrastructure & Property Management to advocate for building-related needs.
• Coordinate base-building maintenance calls and janitorial inspections.
• Communicate building maintenance updates to staff and monitor issue resolution.
• Attend and contribute to building operations meetings.

2. Parking Administration

• Process parking applications in compliance with government policy and Treasury Board directives.
• Maintain stall assignments, inventory, and resolve parking concerns.
• Distribute and manage parking decals and electronic access cards.
• Coordinate stall changes with AB Infrastructure.
• Attend quarterly Parking Coordinator meetings.

3. Security and Access Control

• Administer ID card access systems, including photo capture and approvals.
• Maintain key control systems and card inventory.
• Coordinate access for contractors and resolve day-to-day security issues.
• Collect credentials from departing staff and liaise with building security.

4. Small Tenant Improvements (STI)

• Act as site contact for all STI projects.
• Coordinate contractor activity and track work using WORTS.
• Determine funding sources and obtain required approvals.
• Monitor projects and process purchase orders and invoices.
• Support staff relocations and workspace planning.

Role Responsibilities Cont.

5. Furniture Services

• Assess and recommend furniture solutions.
• Coordinate acquisition, delivery, and installation of new or surplus furniture.
• Maintain vendor relationships and storage inventory.
• Plan workstation reconfigurations and arrange necessary repairs.

6. Additional Administrative Support

• Provide backup forecasting and reconciliation support for the Unit Manager.
• Assist with Occupational Health & Safety reporting and hazard resolution.
• Liaise on telecommunications equipment and manage in-house inventory.
• Serve as Assistant Fire Warden and support emergency procedures.

Please click on this link to view the job description for this position.

APS Competencies

Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

This link will assist you with understanding competencies:
https://www.alberta.ca/system/files/custom_downloaded_images/psc-alberta-public-service-competency-model.pdf.

• Creative Problem Solving: Ask the right questions to truly understand challenges. Continuously seek better ways to improve outcomes and efficiency. Learn from past successes and share best practices. Use diverse data and perspectives to make informed decisions.
• Agility: Spot opportunities to improve how we work and act on them. Adapt your approach when priorities shift, or new information emerges. Stay calm, optimistic, and solution-focused under pressure. Proactively seek guidance and respond thoughtfully to change. Innovate within structure to create smart, practical solutions.
• Develop Networks: Identify and maintain relationships with key internal and external stakeholders. Communicate effectively across teams and departments. Collaborate with a wide range of partners to deliver impactful results. Use communication strategies to influence and align others.
• Develop Self and Others: Build and follow through on a personal development plan. Reflect on your work and seek continuous improvement. Mentor and support teammates by sharing knowledge and experience. Champion the growth of others and remove barriers to their success.

Qualifications

Minimum Recruitment Standards
High school diploma and four years of related experience.

Equivalency: Directly related education or experience considered on the basis of: 
1 year of education for 1 year of experience; or 
1 year of experience for 1 year of education.

The following experinece is required: 

• Knowledge of Ministry's administrative policies and processes.
• Well-developed analytical, decision-making, negotiating, time management and organizational skills.
• Proficient communication skills (oral and written); attitude must be congenial, open-minded and enthusiastic in a service-orientated environment.
• Ability to meet objectives in a professional manner and in compliance with established policies and procedures.
• Ability to take initiative and apply judgment on routine matters, attention to detail and good problem-solving skills.
• Commitment to tact, diplomacy, confidentiality and discretion.
• Must be able to work independently as well as contribute effectively to a team environment while maintaining high-level of productivity and quality service.
• Excellent customer service focus with an ability to respond to client needs in an efficient manner.
• Ability to manage multiple projects at any given time.
• Proficient computer skills and knowledge in operating general office equipment.
• Proficient in MS Office tools. A good working knowledge of Excel, in particular working with financial spreadsheets.

The following experience is considered as assets:

• Knowledge of Work Order Tracking System (WORTS) for Tenant Requests for Service.
• Knowledge of Online Parking Request and Administration System (OPRA).

The following experience will be given preference:

• Knowledge of government-wide policies, standards, and procedures; parking policy; and furniture and space standards.

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification.

Refer to https://www.alberta.ca/alberta-public-service-minimum-recruitment-standards.

Notes

Hours of work are 8:15 AM to 4:30 PM, Monday to Friday. This is a full-time position working 36.25 hours per week.

If a security screening is required:

• Final candidates will be required to undergo a security screening.
• Any costs associated with obtaining the required documents/checks as noted or interview travel expenses, will be the responsibility of the candidate. Out-of-province applicants can obtain the required documents/checks from the province they currently reside in.

A cover letter outlining how your experience relates to the qualifications of this role is required.

In your resume, please include dates (including months and years) associated with all education and work experience. Also, please indicate whether your work experience is casual, part-time, or full-time. For example, January 15, 2006 - June 25, 2009: Assistant (PT three 8 hrs. shifts/week).

Links and information on what the GoA have to offer to prospective employees.

• Working for the Alberta Public Service – https://www.alberta.ca/advantages- working-for-alberta-public-service.aspx.
• Public Service Pension Plan (PSPP) - https://www.pspp.ca.
• Alberta Public Service Benefit Information - https://www.alberta.ca/alberta-public-service-benefits.    
• Professional learning and development - https://www.alberta.ca/professional-development-support-directive.
• Research Alberta Public Service Careers tool - https://researchapscareers.alberta.ca.
• Positive workplace culture and work-life balance.
• Opportunity to participate in flexible work arrangements such as working from home up to two days per week and modified work schedule agreement.
• Leadership and mentorship programs.