Facilities Work Reception Clerk

Waterloo International; Southwestern Ontario; On-site; CAD 42,000 - 47,000; Full time

Job summary

Region of Waterloo is seeking an experienced administrative assistant to join the Facilities Operations team at the Regional Operations Centre, 100 Maple Grove Rd. This full-time role offers 35 hours per week and a salary range of $30.26–$34.24 per hour.

You will receive maintenance requests, enter work orders, dispatch scheduling, and provide customer service to staff and tenants. You’ll also support divisional management with filing, reports, and regulatory documentation.

Qualifications

• Grade 12 education with 2 years related office experience.
• Knowledge of terminology and operations related to a facilities or project management environment.
• Strong data entry, filing, and reporting skills.

Responsibilities

• Enters maintenance requests (phone, online) into the work order system, creates work orders, triages priority, and follows up.
• Dispatches work orders for scheduling, monitors progress and closes out work orders.
• Provides customer service to staff and tenants and supports divisional management.
• Maintains filing and tracking systems and data for regulatory compliance.

Skills

Office procedures

Communication

Data entry

Customer service

Organization

Attention to detail

Microsoft Office

Education

Grade 12 education

2 years related office experience

Tools

Work order management system

Two-way radio

Microsoft Office applications

Job description

Job Number: 5068
Job Type: Full-Time
Vacancy Reason: Backfill
Location: 100 Maple Grove Rd - Regional Operations Centre
Job Category: Administration
Number of Positions: 2
Department: Facilities Operations
Division: Engineering and Environmental Services
Hours of Work: 35
Work Schedule: Monday - Friday 8:00am - 4:00pm
Union: CUPE 1883
Grade: CUPE 1883 Grade 006
Salary Range: $30.26 - $34.24 per hour
Posting Date: November 4, 2026 at 12:00am

About Us! The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

• Taking only what we need
• Leaving some for others
• Keeping the dish clean

This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity.

Waterloo Region is home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan , “Growing with Care,” we prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.

The Role

Receives maintenance requests (phone, online), and enters/processes in the work order system. Dispatches work orders for scheduling. Provides related customer service to staff and tenants (housing, commercial). Provides administrative support to divisional management.

Duties/Responsibilities

• Enters maintenance requests (received by phone, online) to computerized system to create work orders (demand, corrective, environmental, emergency). Triages/determines priority per set criteria, and follows up to clarify information (e.g., account numbers). Dispatches work orders for scheduling, and monitors and closes out work orders. Coordinates work orders for after-hours events, per set criteria. Runs related reports for management.
• Monitors email in-boxes from internal and external partners; reviews and electronically files reports and enters TSSA (Technical Standards and Safety Authority) requirements in database.
• Notifies supervisors and/or facilities management operators regarding emergencies. Contacts/ dispatches maintenance staff and pre-approved contractors for demand/emergency work orders, or redirects to management for approval or to relay information.
• Contacts utility companies regarding information and locates.
• Processes invoices and p-card transactions for divisional staff. Verifies expenses are coded properly per work orders; identifies and follows up on discrepancies. Submits to supervisor for approval. Enters to financial system.
• Maintains and distributes staff on-call rotation schedule and related documents.
• Responds to inquiries from staff and tenants regarding work order status.
• Maintains filing and tracking systems and data including for regulatory compliance (e.g., staff contact information, qualifications; building/equipment information; lists; fire extinguisher, elevator, WSIB certificates; utilities, electrical; inspections, contractors/vendors).
• Makes recommendations to management regarding, and maintains office and administrative processes, procedures, and systems (e.g., process flows, customer service scripts).
• Provides administrative support (e.g., filing, copying, minutes, agendas) and coordinates meetings (rooms, catering, supplies, equipment) for the divisional management team. Orders office supplies. Arranges servicing of office equipment. Processes mail.
• Backs up some scheduling and administrative duties of other divisional staff, as required.
• Works independently and prioritizes work based on criteria established by management.
• Performs related duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge and skills in office procedures, communication, word processing, and general accounts receivable/payable are acquired through a grade 12 education plus 2 years of related office experience.
• Knowledge of terminology and operations related to a facilities or project management environment.
• Knowledge of and ability to comply with policies, procedures, and any related legislation.
• Organization and attention to detail skills with ability to prioritize work to meet timelines; enter and maintain accurate data; and identify and follow up on incomplete information.
• Communication and customer service skills to respond to maintenance requests and elicit information from staff and tenants; exchange information with vendors, contractors, and other staff; and participate as an effective team member.
• Ability to read and understand policies, procedures, work orders, invoices, and purchase orders.
• Ability to create and maintain clear, concise work orders, records, reports, standard letters, and meeting minutes.
• Computer skills with ability to use software such as Microsoft office applications and a work order management system. Ability to operate a two-way radio.
• Ability to travel within Waterloo Region.
• Ability to support and demonstrate the Region’s values.

Region of Waterloo is committed to building a workforce through fair, equitable, and accessible hiring practices that allow us to hire qualified staff who reflect the diversity of the community we serve and to promote a respectful, inclusive, and equitable workplace.

For questions or to request accommodations during your recruitment, onboarding or employment, please contact [e-mail] , or by calling our Service First Contact Centre at phone number [phone].

Use of Artificial Intelligence in the Hiring Process: Region of Waterloo may use artificial intelligence (AI) tools to enhance efficiency during the recruitment process. However, applications will also be reviewed by a member of our Talent Acquisition team to ensure a fair and thorough assessment. AI does not make final hiring decisions.

Please note: candidates will be provided an update on their application. Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular).