Facilities Assistant

Wellington Catholic District School Board; Guelph; On-site; CAD 59,000 - 73,000; Full time

Job summary

The Wellington Catholic District School Board is seeking a 100% permanent Facilities Assistant to support the Facilities department at the Catholic Education Centre, Guelph. The successful candidate will provide confidential administrative assistance to the Executive Manager of Facilities, with duties spanning contracts, procurement, and campus operations.

This role requires a post-secondary diploma in Business or Office Administration and at least three years of related experience, strong MS

Qualifications

• A post-secondary diploma in Business or Office Administration and/or related equivalent experience.
• A minimum of 3 years’ related experience in a supportive clerical or administrative capacity, preferably within a Facilities or Business department and demonstrated experience in vendor and contractor coordination.
• Proficiency in a computerized environment utilizing software such as Microsoft Office (Outlook, Word, Excel, OneNote, OneDrive), SDS, Safe Schools, eBase, website maintenance, and other web-based applications.
• Proven ability to prioritize, multi-task, and deliver precise administrative support in a fast-paced environment ensuring accuracy and efficiency.
• Strong customer service focus combined with excellent interpersonal skills. Must demonstrate ability collaborate effectively within a team and foster productive relationships across all organizational levels.
• Ability to maintain discretion with confidential information.

Responsibilities

• Provide confidential administrative support to the Executive Manager of Facilities, Supervisors of Custodial Services and Supervisor of Maintenance Services.
• Assist with the daily administration of custodial and maintenance services.
• Maintain contractor Insurance and WSIB.
• Backup for community use of schools system and permitting process.
• Coordinate various contracts such as waste management, custodial supplies, snow plowing and grounds servicing etc.
• Process purchase orders related to Facilities.
• Receive and review invoices for completeness and accuracy, assigning appropriate purchase order and account codes for timely payment processing.
• Assist the finance department with tangible capital asset reporting and assist in audit preparation which includes maintaining capital project files.
• Collect, distribute and file school inspection reports
• Coordinate and schedule window cleaning and annual summer inspections at all sites.
• Responsible for key/security code management and distribution.
• Coordinate parking tags and school signage.
• Responsibilities related to Health and Safety include recording minutes for joint health and safety meetings, administrator for the eBase systems.
• Assist with Capital Expenditure process and tracking.
• Provide budget support and reporting to the department.
• Assist with the coordination and distribution of PPE to schools.
• Other duties as assigned by the Executive Manager of Facilities and/or the Department Supervisors.

Skills

Vendor coordination

Contractor coordination

Prioritization

Customer service

Team collaboration

Discretion with confidential info

Education

Post-secondary diploma in Business or Office Administration

Tools

Microsoft Office Suite

SDS

Safe Schools

eBase

Website maintenance

OneDrive

Job description

The Wellington Catholic DSB is committed to equity for all students and staff, and to delivering the highest quality education through a qualified workforce that reflects the diversity of the communities we serve. Upon request, we will provide reasonable accommodation in the hiring process to support applicants with disabilities. Please see the job opportunities page on our website for more details.

Job Posting 26-150

100% Permanent Facilities Assistant

Location: Catholic Education Centre

255 Speedvale Ave W., Guelph

Start Date: asap

Schedule: 34.5 hours per week

Scheduled: 8:30am-4:30pm Monday-Thursday and 8:30am-4:00pm Friday

Non-Affiliated Grade 3: Step 1 $58,691 - Step 5 $73,363

The successful candidate will report directly to the Executive Manager of Facilities and indirectly to the Risk Management and Procurement Lead. They will have responsibility for providing Facilities support to the department, Supervisors, Custodians and School Administration & School staff.

RESPONSIBILITIES AND DUTIES:

• Provide confidential administrative support to the Executive Manager of Facilities, Supervisors of Custodial Services and Supervisor of Maintenance Services. This includes composition of correspondence, maintaining online resources, processing department mail, filing, mileage claims, equipment tracking, department service calls, and responding to general inquiries related to Facilities procedures.
• Assist with the daily administration of custodial and maintenance services.
• Maintain contractor Insurance and WSIB.
• Backup for community use of schools system and permitting process.
• Coordinate various contracts such as waste management, custodial supplies, snow plowing and grass cutting and grounds servicing etc.,
• Process purchase orders related to Facilities.
• Receive and review invoices for completeness and accuracy, assigning appropriate purchase order and account codes for timely payment processing.
• Assist the finance department with tangible capital asset reporting and assist in audit preparation which includes maintaining capital project files.
• Collect, distribute and file school inspection reports
• Coordinate and schedule window cleaning and annual summer inspections at all sites.
• Responsible for key/security code management and distribution.
• Coordinate parking tags and school signage.
• Responsibilities related to Health and Safety include recording minutes for joint health and safety meetings, administrator for the eBase systems.
• Assist with Capital Expenditure process and tracking.
• Provide budget support and reporting to the department.
• Assist with the coordination and distribution of PPE to schools.
• Other duties as assigned by the Executive Manager of Facilities and/or the Department Supervisors.

REQUIRED QUALIFICATIONS AND EXPERIENCE:

• A post-secondary diploma in Business or Office Administration and/or related equivalent experience.
• A minimum of 3 years’ related experience in a supportive clerical or administrative capacity, preferably within a Facilities or Business department and demonstrated experience in vendor and contractor coordination School board experience is an asset.
• Proficiency in a computerized environment utilizing software such as Microsoft Office (Outlook, Word, Excel, OneNote, OneDrive), SDS, Safe Schools, eBase, website maintenance, and other web-based applications.
• Proven ability to prioritize, multi-task, and deliver precise administrative support in a fast-paced environment ensuring accuracy and efficiency.
• Strong customer service focus combined with excellent interpersonal skills. Must demonstrate ability collaborate effectively within a team and foster productive relationships across all organizational levels.
• Ability to maintain discretion with confidential information.

POSTING DATE: WEDNESDAY September 2, 2026

CLOSING DATE: MONDAY September 14, 2026 at 4:00pm

Successful external candidates will be required to provide an original Criminal Record Check as a condition of employment. Please note that the CRC must be dated within 6 months of the date of acceptance of employment, and in most cases must include a Vulnerable Sector Screening. While we thank all applicants for their interest in working for the Wellington Catholic District School Board, we wish to advise that only those selected for an interview will be contacted.

In accordance with the Municipal Freedom of Information and Protection of Privacy Act, personal information is being collected under the authority of the Education Act and will be used for employee recruitment and selection purposes.