TABS Career Center

Facilities & Administration Coordinator

Appleby College
Ontario, Canada
26 days ago


Appleby College currently has a challenging opportunity for a

Facilities & Administration Coordinator

Full Time


Founded in 1911, Appleby College’s mission is to educate and enable young men and women to become leaders of character, major contributors to, and valued representatives of their local, national, and international communities.

Appleby inspires its 765 students from grades 7 to 12 to pursue their individual passions through an internationally recognized and innovative academic, athletic, and co-curricular programme that has been founded on the school’s six Pillars of Strength: Academically Vital, Technologically Empowered, Universally Diverse, Community Spirited, Actively Engaged and Globally Responsible.

Appleby’s model of educational excellence enables and encourages its students to learn and discover independently and collaboratively, both inside and outside of the classroom.


Appleby offers the prospect to be part of a high performing team that fosters an inclusive culture with opportunities to collaborate with other inspiring minds.  Working at Appleby means that you value diversity, have integrity, and are committed to learning and professional development.   We provide an outstanding educational experience to our students by having an exceptional team.  Appleby’s foundation for success is attracting and retaining employees who thrive in our dynamic culture that recognizes individual strengths and talents.  Breadth, excellence, innovation and caring – this is what defines the essence of the Appleby team.


The Facilities & Administration Coordinator provides dual administrative support to the Facilities and Administration departments. The role primarily supports all physical plant related areas including sustainability projects within the Facilities department and reception related duties within the Administration department. Additional responsibilities include:

  • Provide general administration support for Facilities team including but not limited to; process and code invoicing, data entry, filing and maintaining records and licensee
  • Support administration of projects and meetings including booking meeting, minutes, preparing and distributing materials, processing paperwork (RFP’s, POs, invoices)
  • Support scheduling and administration of facilities work including contractors and consultants
  • Provide support for asset and content tracking, including a regular review of furniture placement and condition
  • Manage small projects as assigned such as furniture replacement, organizing classrooms and working with vendors to order furniture and supplies when needed
  • Track and maintain the energy management for utilities
  • Track and maintain all data related to the carbon footprint of the College across multiple departments and assist with maintenance of all reporting in respect of sustainability initiatives
  • Support additional projects around sustainability including maintenance of key data, development of a dashboard and any submissions for certifications in this area (ie Green School).
  • Support the CFO and Manager, Capital Projects in the preparation of facilities, plant and risk related reporting for Board purposes including the development of Committee and Board Presentation
  • Manage the administration of the Risk Check process and database
  • Support risk management projects
  • Assist with the preparation and maintenance of information respecting project history, building condition assessments, and maintenance and project plans
  • Assist in maintaining paper based and electronic records and archives including drawings, regulations, codes, product catalogues, preferred vendor lists, contact information, etc. 
  • Maintain and manage schedules for repetitive activities such as annual maintenance contracts, vehicle and equipment information and replacement, pest control visits, waste removal and cleaning contractors
  • Maintain hazardous material records (asbestos and others) and distribute to vendors
  • Participate as a member of the Joint Health and Safety committee
  • Actively provide administrative support to the main reception Monday to Friday between the hours of 8:00 am to 11:00 am during the academic year
  • Provide excellent service-oriented and courteous support greeting visitors, answering phones, and sending and receiving packages and couriers
  • Support the school's attendance function by ensuring late students check-in properly
  • Work collaboratively and provide back-up reception coverage for absences of regularly scheduled staff
  • Provide back-up for assigned functions in administration and security (i.e., busing and transportation, event bookings and access control, informed consent, attendance etc.)
  • Special projects as assigned


  • Post-secondary education is required
  • Previous administrative experience with strong time management, organization, and prioritization skills
  • Passion to learn, share ideas and bring innovation
  • Previous construction project administration experience or project management is an asset
  • Technical literacy demonstrating ability to learn business systems and software to complete assigned tasks
  • Knowledge of computer software programs including Microsoft Office with strong Excel skills required
  • Proven experience in report writing and presentation development
  • Ability to collaborate in a team environment
  • Experience or ability to learn graphics software such as MS Project, Photoshop, Revit & AutoCAD Lt is an asset
  • Experience in a design or construction environment an asset but not required
  • Consistent diplomacy, tact, professionalism, and application of confidentiality considerations are essential


  • Exciting, challenging and rewarding work opportunities
  • An atmosphere that promotes and encourages exceptional Professional Development
  • State-of-the-art facilities that motivate and engages employees
  • Located on a 60-acre campus on the shores of Lake Ontario
  • Active engagement in community involvement
  • Competitive compensation package


If you are interested in joining our Team; please connect with us by Friday, November 26, 2021

Your application matters to us and we will review it carefully. Only candidates selected for an interview will be contacted.

As a condition of employment, both a criminal record check with vulnerable sector screening and government-issued proof of full immunization against COVID-19 is required.

Appleby College website:

Appleby College is committed to fostering an inclusive, equitable and accessible environment where everyone feels valued, respected and supported. Accommodations are available for applicants with disabilities throughout the recruitment process.  If contacted for an employment opportunity, please advise Human Resources if you require accommodation. While all applicants are thanked for their interest, only those chosen for interviews will be contacted

Job Information

  • Job ID: 59704141
  • Location:
    Ontario, Canada
  • Position Title: Facilities & Administration Coordinator
  • Company Name: Appleby College
  • Job Function: Academic Administration
  • Calendar Year: Calendar Year
  • Job Type: Full-Time
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