Facilities Administration Clerk Full Time NEW

FACILITIES ADMINISTRATION CLERK
JOB TITLE: Facilities Administration Clerk
JOB REFERENCE NO: HR-F31
DEPARTMENT: Operations Department
CREATED / REVISED: 03.08.2026
REPORTS TO: Facilities Manager/Operations Manager
STAFF SUPERVISED: none
TYPE OF POSITION: Full-time

JOB SUMMARY
Branford General Contracting Services Company Limited is seeking a highly organized, dependable and proactive Facilities Administrative Clerk to provide comprehensive administrative and coordination support to our Facilities Management Department. The successful candidate will play an important role in ensuring that departmental records, workforce information, schedules, client documentation and operational reports are accurately maintained and readily available to support effective management and operational decision-making.
ACCOUNTABILITIES
The successful candidate will be responsible for:
* Providing day-to-day administrative support to the Facility Manager and Facilities Management team.
* Preparing letters, reports, memos, schedules, spreadsheets and other departmental documents.
* Maintaining accurate physical and electronic filing systems and departmental records.
* Coordinating meetings, quarterlies, site visits and maintaining meeting minutes and action items.
* Prepare employee attendance, timesheets and staffing records for projects and quarterly services
* Assisting with workforce scheduling and replacement personnel.
* Maintaining client and site documentation, including service schedules, site instructions, client feedback forms and inspection records.
* Recording and tracking client requests, complaints and outstanding operational matters.
* Receiving and maintaining maintenance requests and work-order records.
* Tracking outstanding maintenance activities and assisting with preventive maintenance schedules.
* Assisting with supplier and subcontractor documentation and coordination.
* Preparing and maintaining purchase requisitions, quotations, inventory and delivery records.
* Assist with providing supporting records to the Finance Department.
* Preparing departmental reports relating to attendance, staffing, work orders, client matters, inventory and other operational activities.
* Maintaining accurate databases, registers and document control systems.
* Assisting with Health, Safety and Environmental documentation.
* Assist in the preparation of project updates and status reports
* Inspect and log – uniforms, vehicles and equipment
* Review and update suppliers and vendor lists
* Assist in the preparation of Tender documents
* Assist in the review, maintenance and approvals for Standard Operating Procedures
* Managing departmental correspondence and ensuring timely follow-up on outstanding matters.
* Maintaining strict confidentiality in relation to Company, employee, client and operational information.
* Inventory count of office supplies weekly and monthly
* Liaise with employees daily to ensure optimal staffing at all locations. Troubleshooting where necessary.

SKILLS REQUIREMENTS
The ideal candidate should be:
* Professional and mature.
* Excellent organizational and time-management skills.
* High attention to detail and accuracy.
* Strong communication and interpersonal skills.
* Professionalism, discretion and confidentiality.
* Ability to prioritize competing tasks and meet deadlines.
* Strong problem-solving and follow-up skills.
* Proficiency in Microsoft Office and administrative systems.
* Ability to work effectively as part of a multidisciplinary team.
* Reliability, accountability and a proactive approach to work.

EXPERIENCE REQUIREMENTS
* Minimum of 1–3 years’ experience in an administrative, facilities support or similar role. The roles entail lifting at least 30lbs.
* Sitting or standing for long hours
* Must be able to work a shift system and work on a Saturday.

EDUCATION, KNOWLEDGE AND CERTIFICATION REQUIREMENTS
Preferred Qualifications:
* Certificate, ABE Diploma or Facilities Management, Business Administration, Office Administration or a related field.
* Previous experience in facilities management, finance or procurement.
* Experience working within a labor-intensive or service-based organization would be an asset.
* Knowledge of basic Health, Safety and Environmental practices would be advantageous.
* High level of accuracy and attention to detail.
* Ability to manage confidential and sensitive information professionally.
* Ability to work independently and manage multiple tasks simultaneously.
* Knowledge of AI tools such as Canva and its various uses an asset