Client Services Support Coordinator

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day. Learn more about our recruitment process. Job Requisition ID: 2026-02894 Time Type: Full time Employee Group: Staff Job Category: Academic Administration Employment Type: Permanent Department: Facilities - Tool Crib and Key Control Hiring Range: 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: 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 maintena…

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