Customer Services Coordinator

McGill University; Montreal (administrative region); Hybrid; CAD 41,000 - 50,000; Part time

Benefits offered by this job

Health, Dental, Life Insurance

Pension plan (Defined contribution)

RRSP and TFSA

Vacation policy

Personal days

Floating holidays

Summer Fridays

December time off

Tuition waiver

Remote work up to 2 days/week

Job summary

McGill University seeks a part-time Building Services Coordinator to organize and verify the work of staff, handle inquiries, and manage inventory and access systems across Schulich School of Music. The role requires strong knowledge of music facility operations and bilingual English/French communication.

Responsibilities include training, scheduling, coordinating with external vendors, and ensuring security and compliance of equipment and instrument inventory.

Qualifications

• Requires DEP - Office Systems with 3 years related experience.
• Bilingual English/French (written and spoken) preferred.
• Extensive knowledge of musical instruments and sound/arts facilities.

Responsibilities

• coordinates customer service and trains staff.
• organizes and verifies work of one regular staff and casuals.
• manages inventory, equipment and key control across Schulich School of Music.
• handles bookings for conference and practice rooms and responds to inquiries.
• manages purchases and invoicing related to unit operations.

Skills

Music ops knowledge

Bilingual EN/FR

Musical instruments knowledge

Detail-oriented

Time management

Education

DEP - Office Systems

Tools

FORS

Maximo

Lenel

RBS

Access

Excel

Outlook

Minerva

Word

Job description

Position Summary: Under the direction of the immediate supervisor, coordinates customer service. Organizes, distributes and verifies the work of others and participates in their training. Acts as resource person. Deals with customer requests, enquiries and complaints. Orders parts and equipment, controls inventory, and maintains computerized information systems. Performs administrative and accounting tasks appropriate to the activities of the unit.

Major Duties and Responsibilities

• Trains, organizes, distributes and verifies the work of one regular support staff and casuals.
• Establishes priorities.
• Acts as resource person for the day-to-day operations of the Building Services department.
• Trouble-shoots and resolves complex problems.
• Verifies the work of external contractors as this relates to Building Services for the Schulich School of Music.
• Sets priorities to efficiently and effectively provide prompt and accurate response to clients’ needs which are conveyed by phone, by email and in person.
• Explains and confirms that all policies and procedures are followed to ensure the security of equipment and instrument inventory.
• Inspects rentals upon return and determines need for and coordinates servicing, repair and/or replacements; makes recommendations to supervisor.
• Follows up to ensure timely return of equipment and instruments.
• Administers fines and repair/replacement costs.
• Verifies equipment and instruments upon return from repair and ensures conformity.
• Reviews relevant invoices and follows-up on discrepancies.
• Maintains inventory of loans of temporary and permanent keys for all Schulich School of Music buildings; orders replacements and/or lock changes for lost keys.
• Receives loan payments and makes reimbursements.
• Coordinates lock re-pinning.
• Maintains Lenel card inventory and updates database to ensure users have access to necessary locations.
• Makes purchases of related supplies as necessary.
• Ensures adequate supply of First Aid supplies and replenishes as needed.
• Liaises and or collaborates regularly with several internal and external departments/consultants such as Maintenance, Facilities Mgmt., Cleaners, Security, Fire Safety Office, Electricians, Elevator repair service, Archivex. Recycling and Garbage Collection services, Locksmiths and Lenel technicians.
• Receives, prioritizes and schedules bookings for conference and practice rooms.
• Modifies schedules as necessary and informs parties involved of changes.
• Coordinates follow-up and cleaning and furniture moves as required.
• Maintains various electronic and manual files; utilizes various software programs such as FORS, Maximo, Lenel, RBS, Access, Excel, Outlook, Minerva and Word.
• Assist with permanent and ad hoc room bookings.
• Answer general email and walk-in inquiries; Act as first point of contact for Building Office and the Schulich School of Music information desk, as needed.
• Assist with moving furniture and updating building inventory as required.
• Performs other duties as required.

Other Qualifying Skills and/or Abilities

• Strong knowledge of Music Faculty operations and booking system
• Fully bilingual (English and French, written and spoken)
• Extensive knowledge of musical instruments essential
• Detail-oriented with strong organizational skills
• Excellent time-management skills and ability to work in a fast-paced environment

Benefits

• Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
• Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
• Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
• Competitive vacation policy
• Two (2) personal days
• Two (2) floating holidays
• Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
• Paid time off over the December holiday period
• Tuition waiver for regular employees and their dependents
• Up to two (2) days of remote work per week where the position permits

Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.

Knowledge of 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 # (qualifier) on a scale of 0-4. For a definition of our language proficiency levels, please click here.

Minimum Education and Experience: DEP - Office Systems 3 Years Related Experience / Hourly Salary: (MUNACA Level F) $29.42 - $36.46

Hours per Week: 20.25 (Part time) Monday, Tuesday, Thursday

Supervisor: Manager Administration

Position End Date (If applicable): 2027-06-18

Deadline to Apply: 2026-09-18

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, [e-mail].

Located in one of the world’s great multicultural and multilingual cities, McGill University is internationally recognized for its excellence as a leading institution of higher education and research. For nearly 200 years, through the work of dedicated people, McGill has been breaking ground in diverse fields and contributing solutions to some of the world’s most significant issues. McGillians are proud to be part of a community that is both global and local, inspired by challenge and committed to shaping a better future. McGill received a Platinum STARS rating in sustainability, is among Canada’s greenest employers, and is a top Montreal Employer.

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