Facilities Operations Administrator

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

Employment Terms and Benefits

Benefits of working at Banff Centre are :

Application Process

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