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Position Summary

MIB is seeking an enthusiastic, professional individual with strong organizational skills and self-initiative to fill the role of Facilities Assistant.

Reporting to the Facilities Manager, the Facilities Assistant works as a front-line representative on behalf of Musqueam Facilities during large or small events.  The Assistant must be aware of community resources, customer related services and create a welcoming connection for visitors to the community.  The scope of duties includes a wide variety of tasks aimed at communicating the department mission, coordinating events and programs, and generating related Facility reports and answering inquiries.  By liaising with internal and external users of Facilities spaces, the Facilities Assistant ensures that the highest standards are maintained at all times, while acting within budgetary and policy requirements.

Duties

  • Complete all administrative functions to support Facilities Manager
  • Ensure contract and/or Facilities policies are maintained and followed
  • Generate quotes, proposals, reservations agreements ensuring compliance with rate structures
  • Carry out pre and post event site audits relating to all aspects of the event
  • Ensure compliance with event licensing and liability insurance, general insurance coverage and in-house responsibilities and requirements for insurance compliance
  • Purchasing – arrange for the purchase of relevant goods/services (including administrative and event supplies)
  • Maintain regular contact with Suppliers creating an open and professional relationship in terms of quality, service and price
  • When dealing with Suppliers ensure procedures are followed regarding credit checks, purchasing, and specific vendor contracting processes
  • Provide on-site event support to ensuring maximum efficiency and service excellence; work schedule may vary due to event scheduling
  • Assist with pre and post event set up, tear down, and cleaning
  • Ensure the safety, security and comfort of guests, staff, and volunteers
  • Assist with orientation/training of event crew and volunteers
  • Receive event and other deliveries
  • Respond to maintenance and facilities equipment needs in a timely manner
  • Provide excellent customer service to internal/external customers
  • Demonstrate excellent customer service and respect for customs when dealing with cross cultural guests
  • Demonstrate sensitivity toward all ages and abilities, able to respect unique requirements, including vision and hearing impairments, mobility concerns, language and protocol
  • Assist with Facility and meeting space tours
  • Increase event revenue by up-selling service packages and reservations add-ons
  • Responsible for reviewing social media tools, trends and applications for ways that maximize our reach
  • Execution of social media plan as discussed with Facilities Manager
  • Identify and monitor opportunities that may be of interest to Musqueam
  • Assist with exhibits for community events and trade shows

 

Knowledge and Abilities

  • Skills and knowledge usually attained through a diploma in Administration, Tourism, Hospitality, Marketing and/or a combination of education and a minimum 2 years’ experience in a related field
  • Possess an understanding of Musqueam community, culture, and resources
  • Proficient with MS Office Products (Excel, Power Point, Word), Outlook; and Drupal or similar webpage software
  • Familiarity with Adobe Design Suite (Photoshop, Illustrator, InDesign) would be an asset
  • Experience using CRM systems
  • Ability to multitask and problem solve under pressure
  • Able to work flexible hours as needed for events
  • Proven experience working both independently and collaboratively within a team
  • Excellent interpersonal, oral and written communication skills
  • Good organizational and time management skills with the ability to take initiative when needed
  • Solid demonstrated experience providing excellent customer service
  • Strong financial acumen dealing with data capture and analysis, processing invoices and receipts for cash, credit card, and debit payments
  • Comfortable giving presentations to a variety of audiences
  • Discretion and ability to maintain confidentiality, able to handle sensitive situations with diplomacy
  • Positive, enthusiastic, flexible, innovative, approachable, confident, and professional
  • Certificates in Food Safe, Serving It Right, First Aid and WHMIS are strong assets
  • Completion of a successful Criminal Records Check completed by MIB required

 

Working Conditions

  • Must sign confidentiality covenant
  • Fast-paced environment
  • Work done in multiple locations, including:
    • office environment
    • event venues
    • in the community
    • offsite with external clients
  • Ability to lift up to 25 lbs. required
  • Sometimes a noisy working environment during events

 

To apply: please email cover letter and resume to [email protected] and include “Facilities Assistant” in the subject line.

Posting will remain open until filled.

 Applicants of Musqueam and/or Indigenous ancestry are encouraged to apply.

* We thank all those who apply, however, only those short-listed will be contacted.