FACILITIES SUPPORT REPRESENTATIVE

Job ID: 62330
Job Category: Facilities Management
Division & Section: Corporate Real Estate Management, Facilities Management
Work Location:  Scarborough Civic Centre, 150 Borough Drive
Job Type & Duration: Full-time, Permanent
Hourly Rate: $ 38.20 - $ 41.70
Shift Information: Monday to Sunday, 35 hours per week (Varied schedule which may include daytime, afternoon, and evening shift)
Affiliation: L79 Full-time
Number of Positions Open: 2
Posting Period: 31-March 2026 to 15-April-2026

Position Summary

To perform administrative and customer service functions that support the delivery of the Facilities Management Office services.

Major Responsibilities:

• Performs administrative and clerical functions that support the delivery of the Facilities Management services, including business operations improvements, client support, contract management and ongoing vendor and contract risk management, vendor and contract management. 

• Facilitates the resolution of client service and vendor requests from initiation to completion.
• Answers inquiries and provides client and vendor support through all Facilities Management communications platforms (including telephone, email, web portals, and in-person).
• Triages service options, identifies and actions appropriate service resolution paths for clients (for example, leaks, power outages, climate control, or pests).
• Facilitates communication with clients, vendors, and City staff.
• Monitors service requests and invoice payments to ensure compliance with Facilities Management service standards.
• Monitors and tracks work orders and escalates them as necessary with the vendor or city staff.
• Refers escalated issues to the Supervisor or Manager.
• Enters, retrieves, and interprets data in work management system databases.
• Reviews invoices to determine compliance with contracts and Corporate policies and practices and initiates follow-up actions, including vendor payment training and tracking.
• Prepares, issues, and tracks Divisional Purchase Orders and Contract Release Orders with authorization from the applicable approver.
• Conducts surveys, informal interviews, and other forms of research with clients, vendors, and other stakeholders.
• Prepares and composes documents, statistical summaries, and reports for a variety of audiences.
• Performs data entry and monitors payroll transactions on the payroll system and ensures that they are accurately reflected on the Division's complement management system.
• Monitors, runs and verifies reconciliation reports.
• Uses a variety of specialized software packages to carry out responsibilities.
• Performs general administrative and clerical work as required.
• Prepares and records documentation related to personnel (leave of absence etc.).

Key Qualifications:

1. Considerable experience responding to and resolving client and vendor requests in a fast multi tasking environment and within comparable industry or field.
2. Considerable experience collecting, recording, analyzing, and reporting data utilizing database systems (e.g. Computerized Maintenance Management Systems) and MS Office Suite (e.g. Excel, Word, Outlook).
3. Considerable experience in office administration and financial processes (e.g. vendor management, invoicing, procurement).

You must also have:

• Excellent time management and organizational skills, including the ability to multi-task, set priorities, and meet deadlines under time constraints.
• Ability to write and format reports, documents, and correspondence for a range of audiences and conduct comprehensive reviews of documents and data with an emphasis on accuracy and attention to detail.
• Ability to apply accounting, payroll, and purchasing policies and procedures.
•  Ability to apply specialized knowledge in multiple functional areas to carry out duties.
• Excellent customer service, problem solving, critical thinking and conflict management skills, with the ability to work cooperatively with a team and independently.
• Excellent communication skills, with the ability to deal effectively with all levels of staff, clients, tenants, City Council, and the public.
• Able to handle confidential and sensitive information with discretion and tact.
• Ability to work a range of shifts as operationally required, including daytime, afternoon, and evening schedules.

Equity, Diversity and Inclusion 

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.

Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.