Client Services Support Coordinator

Posting Information: This posting is for an existing vacancy.

The internal posting deadline for this position is October 8th, 2026, at 11:59PM.

There is a qualified internal in this role

Job Description

Primary Purpose

The Client Services Support Coordinator provides administrative services, particularly in the key control and tool room units, to support overall departmental needs, contributing towards providing a safe and accessible, invitingly clean and comfortable, functionally-enriched and well- maintained campus environment through service excellence.

Key Accountabilities

Key Control Duties (as per Key Control job description):

Providing friendly, pleasant and efficient service while maintaining prescribed security standards

Dealing effectively with all clients

Safekeeping, issuance and retrieval of keys according to established procedures

Maintaining the Key Control Information System including data entry, report generation and inventory checks

Processing and monitoring lock requests

Verifying, accuracy and proper authorization of key and lock requests

Issuing keys to individuals as requested on the key permit by authorized personnel

Understanding the reporting structure of all departments

Verifying the accuracy of the information upon a return of key with the original key permit

Following up with department to retrieve keys for permits that have exceeded the expiry date

Verifying that new keys and key blanks are correct with the assistance of the locksmith

Filing keys in appropriate drawers and securing drawers after hours

Understanding the functions and relationships of many key systems on campus

Understanding the Work Request system and the space file system to assist with key distribution to contractors working on campus

Entering accurate information into Key Information database as transactions occur

Verifying the data entry, daily, by comparing permit information with transaction listings

Printing and distributing reports to the departments

Being the first line of communication with clients regarding lock requests and lock changes

Processing standard lock changes

Determining if lock changes are accurate and properly authorized; departments have specific key code structures that apply to their areas and only a few authorized staff can issue these requests.

Forwarding changes to the standard key code structure or additions to existing key codes to the Director of Business Operations in Plant Operations

Distributing hardware prepared by locksmiths to external contractors

Understanding existing electronic lock software and adapting to upgrades

Understanding all the various types of locks and lock set functions on campus

Being able to read construction drawings and hardware schedules

Understanding the room numbering standards to help verify that space usage drawings for cylinder changes are up to date with the latest renovation changes

Performing clerical functions of word processing, filing, telephone operation, and mail distribution related to this position

Storekeeping Duties (as per Storekeeper job description):

Assisting supervisors in shops with utilization of the Access data base system for material and inventory management

Dispatching personnel vehicles to pick-up and deliver personnel and material

Communicating messages and instructions to maintenance personnel

Issuing and receiving keys, tools, and equipment to service maintenance personnel

Ordering, receiving and coordinating material flow between outside suppliers, other departments and Plant Operations in conformity with specifications and established policies and procedures

Administering documents and paper flow including material withdrawals, purchase requisitions, blanket orders, purchase orders and invoices

Maintaining a good rapport with all vendors to maintain quality service and products

Keeping up to date with the latest equipment and tools and any new companies that have entered the market

Knowing which equipment or tools are most reliable and price effective

Using Microsoft Access database to track inventory and manage material flow

Being knowledgeable with the existing Microsoft Access database

Helping supervisors utilize the database and verifying the accuracy of the orders

Being a source for information gathering from the system

Matching purchases with work requests and extracting charge out information for the work request charge out procedure

Fulfilling supervisors purchasing duties when they are absent

Knowing the valid accounting values for all maintenance sections

Interacting with Central Stores for deliveries

Maintaining an established inventory of hardware, maintenance and safety supplies in the storeroom area for distribution to maintenance personnel

Checking equipment (such as ladders, hard hats and safety harnesses) for safety concerns before issuing to personnel

Verifying and returning first aid supplies when expiry dates have passed

Dispatching personnel vehicles to pick-up and deliver maintenance personnel and material

Resolving conflicts of schedules and personalities to minimize any interruptions in work productivity

Receiving and relaying messages for personnel in the maintenance shops using telephone, paging and radio equipment

Scheduling service vehicle use to off campus facilities such as School of Architecture in Cambridge

Having painters and auto mechanics’ garments sent out for weekly cleaning

Coordinating the window glass damage repairs for Housing with glass companies

Relaying instructions from day custodians to the night shift for any cleanups not completed in the day

Issuing and receiving keys, tools, and equipment for maintenance personnel

Miscellaneous services provided include administering first aid and distributing first aid supplies when necessary, and ensuring that the photocopier and printer, located in the Storeroom area, are operational; opening the tool crib plus back door to the shops

Required Qualifications

Education

Relevant post-secondary education, or an equivalent combination of education and experience

Experience

Several years of experience working in a warehouse and/or managing inventory

Several years of experience in the area of shipping and receiving

Demonstrated experience working with key control, management and distribution

Experience working with MS Access based systems would be considered an asset

Demonstrated experience working directly in a customer service role with a wide range of clients

Knowledge/Skills/Abilities

Excellent interpersonal and communication skills

Excellent computer skills

Excellent customer service skills to work with a variety of people

Ability to work under pressure in a fast-paced environment

Demonstrate ability to create and deliver presentations using Microsoft PowerPoint

Excellent organizational skills with high attention to detail

Strong multi-tasking skills

Warehouse and inventory management

Purchasing, shipping and receiving skills are an asset

Intermediate ability using the following programs: MS Word, Excel, Access, PowerPoint, Outlook, and Adobe Acrobat

Equity Statement The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations. The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+. Positions are open to qualified candidates who are legally entitled to work in Canada. The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at [email protected] or 519-888-4567, ext. 45935.