Facilities Office Coordinator

City of Victoria; Victoria; Hybrid; CAD 30,000 - 60,000; Full time

Job summary

A municipal organization in Canada is looking for a Facilities Office Coordinator to provide administrative and operational support to the Facilities department. This full-time role includes responsibilities such as payroll compilation, public inquiries response, and maintaining office operations. The ideal candidate will possess a high school diploma, relevant experience in a municipal context, and advanced skills in Microsoft Office. A hybrid work arrangement is available per the organization's policy.

Qualifications

• High school graduation is required.
• Preferred education includes a Certificate or Associate’s Degree in Office or Business Administration.
• 3 years of relevant experience, preferably in municipal environments supporting Facilities staff.

Responsibilities

• Provide administrative support and maintain efficient operations in the Facilities department.
• Compile payroll entries, coordinate travel, and oversee office supply management.
• Respond to public inquiries and manage various administrative tasks.

Skills

Organize and prioritize the work of a unit

Type 50 wpm

Advanced proficiency in Microsoft Office

Establish effective working relationships

Courteous public interaction

Effective verbal and written communication

Education

High school graduation

Certificate or Associate’s Degree in Office or Business Administration

Tools

Microsoft Office Suite

Microsoft SharePoint

Job description

Facilities Office Coordinator

Competition Number: 26/32

Posting Scope: Internal / External

Posted Date: February 10, 2026

Closing Date: March 3, 2026, 4:30 PM PST

Department: Facilities

Posting Type: Regular

Work schedule: Monday to Friday (35 hour work week) – Continuous (Full-Time)

Salary: $39.52 per hour, Pay Grade 10 (under review)

Job Code: 4477

Employee Group: This is a CUPE Local 50 position

Number of Vacancies: 1

WORK FROM HOME

The successful candidate for this posting may be eligible for participation in a hybrid, work from home arrangement in alignment with the City’s Work from Home Policy. Such arrangements are determined with each employee and subject to change based on operational needs and policy direction.

FLEX

The successful candidate for this vacancy would participate in a modified work week, earning a flex day off each bi-weekly period by working additional time each day. Modified work weeks established in accordance with the CUPE Local 50 Collective Agreement and are subject to change.

POSITION FUNCTION

• Provide a comprehensive range of administrative and operational support services to the Facilities department, ensuring the efficient operation of daily activities and long-term initiatives.
• Under the guidance and direction of the facilities leadership team, this position plays an active and integral role in supporting the administrative functions of the Facilities Department.

KEY DUTIES

• Perform various administrative services to support the operational and administrative success of the Facilities department.
• Support the creation of reports, letters, memos, presentations, and various project initiatives.
• Compile and submit payroll time entry, track staff vacation, coordinate travel arrangements, schedule appointments and meetings, procure office supplies, organize professional development activities, and oversee the management of incoming mail and email.
• Respond to calls for service, inquiries, and complaints from the public.
• Reconcile purchase cards, manage work orders, and prepare purchase order requisitions.
• Retrieve, compile and provide information as requested by internal and external clients.
• Operate a variety of office equipment such as multifunctional printers, scanners, copiers and arrange for equipment servicing.
• Maintain detailed records and statistics pertaining to the Facilities department.
• Manage internal Microsoft SharePoint sites, ensuring that documentation and filing standards are maintained.
• Proofread and format reports, documents, and presentations for accuracy and clarity. Ensure all materials follow organizational standards, include relevant feedback, and are ready for distribution or presentation.
• Form and maintain relationships across departments to facilitate administrative tasks.
• Maintain and update multiple spreadsheet lists used for tracking correspondence, reporting times, and other items as needed.
• Coordinate new employee onboarding and training.
• Coordinate software and hardware requests. Support staff with technology issues.
• Track correspondence and responses.
• Develop and maintain template documents that conform to City standards.
• Organize and track Freedom of Information (FOI) requests.
• Perform related duties where required.

INDEPENDENCE

• Work is generated by requests for service or is assigned by supervisor and reviewed upon completion.
• Issues regarding policy and procedure changes, and purchase of major equipment are discussed with supervisor.

WORKING CONDITIONS

Physical Effort:

• Sit with arms unsupported while keyboarding. (often)

Mental Effort:

• Normal.

Visual/Auditory Effort:

• Focus on a variety of source data and computer for short periods. (often)

Work Environment:

• Office.

KEY SKILLS AND ABILITIES

• Organize and prioritize the work of a unit.
• Type 50 wpm; working level operation of current City of Victoria word processing, database and spreadsheet programs.
• Demonstrated advanced proficiency in the Microsoft Office suite, including SharePoint, Excel, Word, and PowerPoint.
• Establish and maintain effective working relationships.
• Deal with the public in a courteous and tactful manner.
• Communicate effectively verbally and in writing.

QUALIFICATIONS

Formal Education, Training and Occupational Certification:

• High school graduation.
• Certificate or Associate’s Degree in Office or Business Administration (preferred)

Experience:

• 3 years of related experience, preferably in a municipal environment supporting Facilities staff or an equivalent combination of education and experience.

OTHER:

• May be requested to substitute in a more senior position.

To apply for this opportunity, you will need to create an online profile or log back into our career portal at www.victoria.ca/jobs - only online submissions will be considered. All applications must be submitted online by 4:30 pm on the closing date noted on the posting. Please be prepared to provide proof of qualifications as outlined in your resume.

The City of Victoria is committed to integrating equity, diversity, inclusion, and accessibility into our programs, policies, spaces, and services. Our goal is to cultivate a diverse and inclusive workforce that reflects the community we serve and aim to become. Individuals who are Indigenous, racialized, immigrants, persons with disabilities, 2SLGBTQIA+, or facing any additional barriers are encouraged to apply. Accommodations will be available upon request throughout the application and selection process.

If you require assistance, please email us at [e-mail].