Facilities Administrator

Trans Mountain Corporation operates Canada’s only pipeline system transporting oil products to the West Coast. We deliver approximately 890,000 barrels of petroleum products each day through a dual pipeline system of more than 1,150 kilometres of pipeline in Alberta, British Columbia and Washington state.

Trans Mountain also operates a state-of-the-art loading facility, Westridge Marine Terminal, with three berths providing tidewater access to global markets.

As a federal Crown corporation, Trans Mountain continues to build on more than 70 years of experience delivering operational and safety excellence through our crude oil pipeline system.

With our expanded pipeline system now in place, Trans Mountain provides enhanced direct access for Canadian crude oil to world markets. The expansion realizes a world-class system for oil transport, developed to Canada’s high standards within one of the most stringent regulatory regimes in the world, creating long-term economic benefits, enhanced marine protection, enhanced safety and emergency management capabilities, and enhanced skilled-worker capacity building in communities and Indigenous groups.

Our Core Values

Trans Mountain’s core values – Safety, Integrity, Respect and Excellence – guide our every step. Each obstacle we’ve overcome or success we’ve experienced has been the result of a shared commitment to living these values every day. Together, we’re focused on doing the right thing for each other and our communities. If you are looking for an opportunity to apply your strengths in an environment that encourages Safety, Integrity, Respect, and Excellence, we invite you to explore this opportunity with us!

Location: Calgary Head Office

Department: HQ Facilities & Services

Reports to: Manager, Facilities & Administration

Worker Type: Employee

Schedule Type: Full-time

Work Setting: In Office

Trans Mountain is seeking a collaborative, motivated, and values driven individual to join our dynamic team as a Facilities Administrator. In this position, you will play a key role in providing a broad level of administrative support to the Facilities department. The successful candidate will demonstrate proficiency in computer-based systems, effective interpersonal and relationship building skills and building processes and strong knowledge of how Facilities operate and provide the company with services.

Key Responsibilities

• Monitor and manage the facilities inbox and ServiceNow requests, ensuring facilities requests are addressed, completed, and followed up on. Maintain strong working relationships with existing facility service providers and vendors.
• Act as a primary point of contact with Building Operators for day-to-day building and maintenance issues. Coordinate shredding services, stationery requests, and other routine facility services.
• Create requisitions and purchase orders and support invoice management, including coding corrections. Enter annual facilities budgets into Cognos and assist with ongoing budget and forecast management.
• Create and manage Facility Capital Projects in O365 and track Facility Capital Project spends for reporting purposes, monthly accruals for operating and project costs, monthly project forecasting.
• Liase with Building Management with respect to Work Authorization for lease office requirements.
• Manage team travel arrangements, expense statements and company credit cards.
• Manage Low Risk agreements, Certificate of Insurance & WCB contracts and create new vendor setups for new Vendors.
• Act as a lobby Admin for the Visitor Management System, and an administrator for the company security system for card key and access control while ensuring cardkey compliance is maintained by the reception desk with respect to monthly security access reports.
• Assist with company enquiries regarding stationery, coffee/kitchen supplies and all other Facility related services.
• Work cross-functionally in coordinating internal moves with IT and updating floor plans and making changes using AutoCAD to ensure current representation.
• Responsible for assigning maintenance requests, parkade assignments, key inventory, and any other needed assignments while providing the team coverage during vacation time and sick days.

Qualifications and Professional Experience

• High school diploma required.
• International Facility Management Association (IFMA) designation and AutoCAD software training is preferred.
• 3-5 years of progressive experience.
• Strong understanding in computer-based systems including email, Microsoft Office Suite, D365.
• A track record of delivering high‑quality work, managing competing priorities, and supporting key business processes or operational functions.
• Demonstrated ability to work effectively with colleagues and stakeholders from a variety of backgrounds and levels across the organization.
• Effective communication skills, including the ability to convey information clearly, respectfully, and professionally.
• Proven organizational skills with the ability to manage priorities, meet deadlines, and maintain attention to detail in a fast‑paced environment.
• Commitment to inclusive practices and a willingness to contribute positively to a collaborative and supportive workplace culture.

Working Conditions

• Willingness and ability to travel as required.
• May need to provide support outside of regular business hours and/or on the weekend.

Application

Candidates may submit their application in English or French. To apply in French, please use our French careers site: Careers (French)

At Trans Mountain, we believe in an inclusive, accessible, and barrier free recruitment and selection process for all applicants. If you require an accommodation at any point in the process, please contact us at: [email protected] or the designated Talent Acquisition Advisor. Accommodation requests will not affect the assessment of your application or candidacy or the designated Talent Acquisition Advisor. Accommodation requests will not affect the assessment of your application or candidacy.

We Build Careers and Pipelines That Last

Our story is about determination, resourcefulness and resilience. It’s about charting our own course, finding innovative solutions to challenging problems and doing the right thing. It was true when Trans Mountain became a company in 1951 and it’s just as true today. We welcome new members to our team that embrace the qualities in our story, that thrive on the new path and directions we take. Our culture is one of care and taking our responsibilities seriously. If you would like to contribute to our culture, then join our journey.

A Rewarding Opportunity

We offer:

• Valuable experience providing opportunity for professional development and career advancement;
• An opportunity to engage with and learn from some of the most talented and experienced people in the business;
• Competitive compensation;
• Comprehensive benefits programs including flexible benefits, pension and savings plans;
• A place to share a sense of purpose and build relationships;
• Meaningful work that makes a difference;
• An opportunity within the Canadian energy industry.

We value:

• The health, safety and wellness of everyone working in our company;
• Meaningful participation from Indigenous and local communities;
• The commitment and resilience of our people;
• Collaboration and achieving success together.

In keeping with Trans Mountain’s commitment to maximize benefits for communities, priority will be given to qualified candidates from Indigenous, local and regional communities along the Trans Mountain pipeline corridor.

In Alberta, the pipeline system spans the traditional territories of Treaty 6, 7 and 8, and the Métis Nation of Alberta (Zone 4).

In British Columbia, the system crosses the traditional territories of numerous First Nations that are affiliated with the Secwepemc, Dakelh (Carrier), Nlaka'pamux, Syilx/Okanagan, Interior and Coast Salish, Stó:lo, as well as the Métis.

Trans Mountain also operates through 15 First Nation Reserves located within the region spanning the BC interior through Fraser Valley.

Our Commitment to Inclusion, Diversity, Equity and Accessibility (IDEA)

Trans Mountain is committed to fostering inclusion, diversity, equity and accessibility. The diverse viewpoints and cultural knowledge that our employees bring to work enrich our organization’s collective cultural understanding, which is reflected in the work we do every day. We strive to create an environment that is free of barriers to promote full participation in the workplace. Trans Mountain welcomes new team members from traditionally underrepresented groups, including but not limited to women, Indigenous Peoples, members of racialized groups, persons with disabilities and members of the 2SLGBTQI+ community.