Senior Administrative Coordinator

McGill University; Montreal (administrative region); On-site; CAD 43,000 - 53,000; Full time

Job summary

McGill University in Montreal invites applications for a Facilities Operations Coordinator to oversee day-to-day building operations, coordinate space usage, and support events, reporting to the Administrative Supervisor.

The role requires DEP in Office Systems or Secretarial Studies with related experience, strong organization and communication skills, and proficiency in English; knowledge of French is a plus. On-site work five days a week is required.

Qualifications

• DEP - Office Systems or DEP - Secretarial Studies with related experience.
• Strong front-desk and building coordination skills.
• Excellent organizational and communication abilities.

Responsibilities

• Act as frontline resource, provide front-desk coverage and serve as the point of contact for building-related matters.
• Monitor the Faculty-wide service inbox, acknowledge/action/escalate inquiries and coordinate with services or contractors to resolution.
• Oversee daily operations of the buildings, set space priorities, schedules, and improve procedures.
• Coordinate space usage, events, and maintain occupancy records; report changes and coordinate temporary space assignments.

Skills

Front desk coordination

Space coordination

Customer service

Education

DEP - Office Systems

DEP - Secretarial Studies

Tools

MS Office

Job description

Position Summary

Under the direction of the immediate supervisor, the incumbent oversees the day-to-day operations of the buildings and implements changes to improve efficiencies. May organize, distribute and verify work. Provides comprehensive support to the organization of events and initiatives. Liaises with internal and external stakeholders.

Major Duties and Responsibilities

Act as frontline resource, provide front-desk coverage and serve as the point of contact for building-related matters. Monitor the Faculty-wide service inbox, ensuring each inquiry is acknowledged, actioned or escalated, and followed through with the appropriate services or contractors, including on-site coordination, until the work and correspondence is followed through to resolution. Oversee daily operations of the buildings, set requests and space-related priorities and schedules, implement and improve procedures, and follow up on decisions. Serve as a resource on policies, resolve complex issues, and create process documentation. Coordinate high volume correspondence and follow ups on time sensitive requests involving multiple stakeholders. Identifies and analyses discrepancies and errors. Corrects errors and follows up on problems. Serve as the primary liaison with FMAS for cleaning, maintenance, repairs, shutdowns, and renovations. Communicate building policies, maintain occupancy records, manage key and card access (including after-hours access), and support emergency preparedness, fire drills, inspections, and safety communications. Work with Space Management Coordinators to track space usage, conduct space verifications, update space inventory data, and report changes. Coordinate temporary space assignments for events in alignment with building policies. Respond to inquiries from callers and visitors, provide information, and direct them to appropriate contacts.

Other Qualifying Skills and/or Abilities

Demonstrated experience with space and building coordination. Proven ability to respond calmly and constructively to complaints, dissatisfaction, and challenging interactions while maintaining perspective and professionalism. Ability to triage and respond to requests promptly, including identifying when guidance is required and proactively escalating matters rather than allowing them to remain unanswered. Proven ability to work autonomously and as a member of a team, coordinate multiple and or overlapping tasks, shifting priorities, and address urgent requests effectively. Proven organizational, prioritization, skills, with the ability to stay focused, aligned with team members, and adaptable to rapid changes. Demonstrated capacity to provide responsive customer service and be solution-oriented in a high-pressure environment. Maintains professionalism when navigating complex and sensitive situations. Demonstrated accuracy and attention to detail. Proven ability to coordinate arrangements for events and meetings. Demonstrated communication skills and a proven ability to transmit and receive information accurately both in writing and verbally. Demonstrated discretion in dealing with confidential information. Proficient in a PC environment using specialized databases, word processing, spreadsheets, presentation software, email and the Internet. Knowledge of French and 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 #4 on a scale of 0-4.

Additional Information

The incumbent will have to work onsite 5 days a week.

Minimum Education and Experience

DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies

Salary

Hourly Salary: (MUNACA Level G) $31.19 - $38.65

Hours per Week

33.75 (Full time)

Supervisor

Administrative Supervisor

Application Deadline

2026-09-14

Equal Opportunity

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].

Company Culture

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. Grandescunt Aucta Labore. By work, all things increase and grow. Find a sense of purpose. Develop your future. Join us today.