Job ID #31747: Facilities Management Assistant

Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason

• Job ID #31747: Facilities Management Assistant 
• Union: CUPE Local 5167
• Job Description ID #: 5582
• Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on March 4, 2026.
• Duration: up to 12 months
• Vacancy type: This posting is for an existing vacancy 
• Internal applicants should apply with your work e-mail address. External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.
  
  

SUMMARY OF DUTIES

Reports to the Manager, Strategic Planning, Capital and Compliance and the Manager, Energy Initiatives. Co-ordinates administrative functions and provides comprehensive administrative support to both Sections within the Corporate Facilities and Energy Management Division.

Supports administrative functions related to capital planning, compliance documentation, energy management initiatives and capital project delivery activities through coordination, records management, meeting administration and general operational support.

GENERAL DUTIES

Prepares correspondence, agendas, minutes, presentations, and reports of a general, confidential and technical nature.

Arranges agendas and minutes for Health and Safety meetings at various locations.

Maintains records and tracking related to employee absences, overtime, and vacation schedules, in accordance with corporate procedures.

Creates and edits various confidential correspondence, forms, documents, reports, and lists using Word and Excel,

Co-ordinates, schedules and arranges meetings using corporate calendar and virtual meeting platforms. Maintains manager calendars as required. Facilitates meeting room bookings, prepares required documentation and records meeting minutes.

Processes incoming and outgoing mail and courier deliveries.

Arranges and maintains staff training records, professional development tracking and documentation related to professional designation requirements.

Responds to inquiries and liaises with local officials, local boards, government agencies, outside organizations, internal staff and the general public and follow-up as needed.

Maintains organized digital and physical filing systems including confidential files, capital planning documentation, compliance records, energy management files and general Section records. Supports the administration of corporate document management and collaboration systems.

Co-ordinates administrative requirements related to staff resources including office equipment, mobile devices, software access and other operational needs; tracks related operating expenditures and inventories.

Assists in the administrative onboarding and orientation of new and current staff and students.

Processes corporate credit card (VISA) transactions, reconciles statements and prepares supporting documentation in accordance with corporate financial policies.

Prepares and completes travel expense forms, conference registrations and related administrative documentation for staff.

Support Roster Captain with quality assurance & administrative tasks, as needed.

Performs other duties as assigned which are directly related to the major responsibilities of the job.

Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to occupational Health and Safety.

QUALIFICATIONS

1. Previous demonstrated administrative experience related to the duties outlined above or a combination of administrative education and relevant work experience
   
2. Demonstrated ability to communicate effectively in writing and verbally, including strong grammar, spelling and business writing skills.
   
3. Demonstrated proficiency in standard office and collaboration software applications (Microsoft). Experience with corporate financial, records management or enterprise systems considered an asset.
   
4. Knowledge of contracts, tenders and specifications preferred.
   
5. Ability to input data at an acceptable speed.
   
6. Demonstrated ability to prepare correspondence, absence reports and compile statistics.
   
7. Demonstrated ability to complete forms, verify and process cheque requisitions and maintain records and files.
   
8. Knowledge of general accounting principles, including demonstrated ability to monitor accounts, maintain routine financial records, calculate, prepare and process invoices and accounts payable would be an asset.
   
9. Must have a high level of accuracy and speed in preparation of written communication.
   
10. Must possess excellent interpersonal skills and the ability to communicate and to relate to elected officials, peers, superiors and the general public with tact and professionalism.

Disclaimer:

Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.

Terms:

The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship.  If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.