Operations Technical and Admin Assistant - Facilities Management Services (FMS)

Core Responsibilities

• Management of overtime, rotation of overtime and verification of coverage for trades.
• Understand union overtime rules for managing overtime rotation in accordance with Collective Bargaining Agreement (CBA).
• Orderly and transparently distribute voluntary overtime shifts in strict accordance with CBA guidelines and rotational rules.
• When voluntary coverage is insufficient, execute mandatory overtime procedures.
• Maintain flawless, auditable logs of all overtime offers, acceptances, refusals, and forces to prevent grievances and arbitration.
• Continuously monitor and maintain minimum staffing levels for off-shifts (weekends, weeknights and holidays) quickly resolving sudden vacancies or call-outs.
• Populate off shift coverage sheet and coordinate closely with the Service Response Center team regarding last minute call offs and changes in staffing.

Data Analysis and Reporting

• Build, maintain, and update user-friendly dashboards and tracking tools that provide visibility to crew members (e.g., current overtime standings) and insights to management (e.g., overtime hours per trade, overtime type, peak periods).
• Analyze attendance and scheduling patterns to identify trends, bottlenecks, or chronic staffing shortages.
• Compile weekly, monthly, and ad-hoc metrics regarding labor utilization, compliance tracking, and operational efficiency.
• Manage overtime electronic system and utilize information to establish reporting, tracking and dashboards.
• Work with IT to further develop the system, including additional basic functionality and reporting.

Technical and Administrative Support

• Liaison with Supervisors and Crew to ensure training and awareness of overtime reporting and tracking.
• Time and Attendance System Support (Clockview): Maintain an accurate, reliable master schedule for all crew members following trade bids, new hires, apprenticeship rotations and shift changes.
• Support Operations staff with technology and devices (iPads, smartphones, etc.) and software (Clockview, Gmail, Duo, etc.).
• Perform analysis of timekeeping system and Maximo work order data, follow up with supervisors to ensure accurate information.
• Add new and update existing employee records in the work order, inventory, preventive maintenance, purchasing, labor tracking and asset management system (Maximo) and time and attendance system (Clockview).
• Aid in the training of staff and new employees.
• Facilitate the operational onboarding of new hires, ensuring they are properly set up in scheduling databases, educated on overtime roster rules, and integrated into attendance systems.

Additional Duties

• Manage legacy cell phone program as we retire and pivot to communication allowance for personal cell phone usage.
• Support trade supervisors with new employee onboarding process and orientation to department policies and procedures.
• Compile reports, documents or metrics data from various reporting systems for analysis.
• Utilize multiple software platforms, including Microsoft Office Suite and Google Workspace, and navigate evolving specialized software systems with minimal guidance.
• Acts as back-up to Facilities Service Response department when needed which includes answering phones, work order dispatching and creating/assigning work orders.
• Maintain calendar and rotations for Duty Supervisor Coverage.

Qualifications

• High School Diploma or GED required.
• Two to four years of experience in workforce scheduling, operations administration, data analytics or human resources.
• Prior experience adapting to multiple specialized software programs with minimal guidance is preferred.
• Experience working with a unionized workforce operating under a Collective Bargaining Agreement (CBA) is highly preferred.