Facilities Operations Administrator
Banff Centre for Arts and Creativity aims to inspire everyone who attends our campus – artists, leaders, and thinkers – to unleash their creative potential.
We acknowledge, with deep respect and gratitude, our home on the side of Sacred Buffalo Guardian Mountain. In the spirit of respect and truth, we honour and acknowledge the Banff area, known as “Minhrpa” (translated in Stoney Nakoda as “the waterfalls”) and the Treaty 7 territory and oral practices of the Îyârhe Nakoda (Stoney Nakoda) – comprised of the Bearspaw, Chiniki, and Goodstoney Nations – as well as the Tsuut’ina First Nation and the Blackfoot Confederacy comprised of the Siksika, Piikani, Kainai. We acknowledge that this territory is home to the Shuswap Nations, Ktunaxa Nations, and Metis Nation of Alberta, Rockyview District 4. We acknowledge all Nations who live, work, and play, help us steward this land, and honour and celebrate this place.
The Opportunity
The Facilities Operations Administrator is responsible for managing the Banff Centre’s computerized maintenance management system (CMMS) and work order request system, ensuring accurate entry, tracking, and reporting of maintenance activities. This role also coordinates the maintenance and upkeep of the Banff Centre vehicle fleet, oversees administrative functions for the Physical Facilities Department, and provides direct administrative support to Physical Facilities Management staff.
Roles and Responsibilities
Reporting to Associate Director, Physical Facilities, below are some key accountabilities:
Assists department managers daily with operational, administrative, scheduling, and reporting tasks.
Handles incoming calls and service requests as the first point of contact, dispatching work orders, coordinating responses, and ensuring follow-up.
Ensures continuous office coverage so requests, emergencies, and administrative functions are always supported.
Administers the CMMS by generating, distributing, and monitoring work orders, verifying system data, and maintaining accuracy of building and equipment inventories.
Supports CMMS upgrades, updates, and integration of new systems, ensuring the platform reflects operational needs and remains current with compliance and building code requirements.
Develops and updates preventative maintenance schedules for facilities, equipment, and fleet vehicles, incorporating new assets and ensuring system accuracy.
Produces detailed management reports from the CMMS to support leadership in budgeting, planning, and performance monitoring.
Trains staff, contractors, and clients on the use of the CMMS and its mobile modules to maximize efficiency and compliance.
Creates purchase orders for services, materials, and supplies, verifies and receives deliveries, and enters invoices into the system for accurate and timely payment.
Raises, tracks, and files AFEs, monitors capital project budgets, prepares contractor purchase orders, and coordinates labour transfers across departments.
Coordinates up to 20 – 25 staff and contractors, ensuring priorities are aligned with operational requirements.
Oversees the Banff Centre service request system, responding quickly to routine and urgent requests, including emergencies such as floods, elevator entrapments, and last-minute event requirements.
Assist Managers with staff scheduling and payroll administration, time entry, MPI forms, and timesheet monitoring.
Coordinates training schedules for trades staff and ensures compliance with required certifications.
Manages the Banff Centre vehicle fleet, including preventative maintenance, driver authorization records, staff driving records and rental fleet scheduling.
Maintains blueprint inventories, key control systems, and departmental records, providing access and support to consultants and staff.
Maintains and organizes filing systems, both electronic and hard copy, to ensure records are complete, accessible, and properly archived.
Processes petty cash transactions, cheque distribution, and departmental purchasing for Physical Facilities operations.
Acts as liaison with the Banff Centre community and external contractors, negotiating schedules, coordinating workflows, and minimizing operational disruptions.
Supports Physical Facilities management in developing new procedures, standards, and practices to enhance service delivery.
Maintains strict confidentiality when handling personnel records, budget details, contracts, and sensitive project information.
Qualifications and Educational Requirements
Completion of a post-secondary diploma or degree in Facilities Management, Business Administration, Building Operations, or a related field.
An equivalent combination of education, training, and directly related experience will be considered.
Certification in CMMS systems administration, asset management, or facilities operations is considered an asset.
Minimum of 3–5 years of progressive experience in facilities administration, operations, or maintenance management, preferably in a large or multi-building environment.
Demonstrated experience in administering and implementing CMMS systems, including data entry, reporting, preventative maintenance scheduling, and system integration.
Proven experience in preparing purchase orders, processing invoices, and monitoring capital project budgets, including AFEs.
Possess the required experience to coordinate staff and contractors under the direction of managers, prioritizing and assigning workloads to meet service needs.
Background in vehicle fleet administration and record-keeping is an asset.
Strong working knowledge of computerized maintenance management systems (CMMS), including system upgrades, integration, and training of staff.
Solid understanding of preventative maintenance planning, building operations, and basic trades functions.
Excellent organizational and multitasking skills with the ability to manage competing priorities, urgent requests, and emergency responses.
Strong financial administration skills, including purchase order creation, invoice processing, payroll entry, and budget monitoring.
Advanced proficiency in MS Office Suite (Word, Excel, Outlook)
Exceptional interpersonal and communication skills, with the ability to liaise effectively between staff, contractors, and campus stakeholders.
Ability to maintain strict confidentiality when handling sensitive information, including personnel records, budgets, contracts, and projects.
Demonstrated initiative, sound judgment, and problem-solving abilities in high-pressure situations.
Strong customer service orientation with the ability to negotiate, persuade, and resolve conflicts diplomatically.
Knowledge of occupational health and safety practices related to building operations and contractor management is considered an asset.
Valid Class 5 Driver’s License (or provincial equivalent).
Employment Terms and Benefits
In accordance with CUPE 4318, this is a unionized, salaried support staff position, subject to a 6 month probation period.
The annual salary for this position is between $55,165.50 and $57,915.00, depending on experience, based on working 37.5 hours per week.
The successful candidate will have access to a range of benefits through Alberta Blue Cross and will be eligible to participate in our defined benefit pension plan.
Benefits of working at Banff Centre are:
Transitional staff housing options (based on availability)
Professional development
Employee Assistance Program
Health care spending account
Staff cafeteria and restaurant discounts
Onsite fitness facility at a discounted rate – first month free for new staff!
Application Process
We are accepting applications for the Facilities Operations Administrator position until a suitable candidate is found.
Candidates offered a position with Banff Centre, in this capacity, will be required to obtain a criminal record check verifying a clear record before a final job offer can be finalized.
Visa Requirements: Candidates must be legally eligible to work in Canada. Banff Centre is unable to assist candidates in obtaining Canadian work authorization.
