Administrative Support- Facilities Management

1 week ago

Edmonton, Canada GEF Seniors Housing Full time

Administrative Support
- Facilities Management (A02) AS 2
GEF Seniors Housing is the largest provider of affordable supportive living residences for low-income seniors in Alberta. As a leading provider of safe, affordable, quality accommodations, we offer competitive salaries & excellent working conditions for our team of employees, and the opportunity to positively contribute to our clients’ quality of life.
**Details**: Full time, Days, 37.50 hours per week, 8:00am to 4:00pm, Monday to Friday,
Evening or weekend hours as required.
**Reporting to**: Director of Facilities Management and Senior Facility Manager.

**Responsibilities**:

- Data entry of labor hours, material and contractor costs, and Purchase Order data to close work orders.
- Matching invoices, packing slips, and Master Card slips with Work Orders and Purchase Orders.
- Entering Work Orders & Dispatching Appropriate Technicians.
- Ensuring Work Orders & PPMs are completed in the prescribed time allocations.
- Generating month-end maintenance and labor reports.
- Data Entry to Energy Star Portfolio Manager.
- Work with Maintenance Manager and Director Facility Management in developing and implementing a detailed preventative maintenance program.
- Prioritize, plan and schedule maintenance activities and maintenance/ work order resources.
- Monitor the preventative maintenance program and adjust it to maximize facility asset life cycle and provide data and input to validate life cycle replacement strategies.
- Utilizing GEFs Computerized Maintenance Management System (CMMS), develop and manage the reactive, planned and preventative maintenance programs performance metrics and reporting related to the effectiveness of the programs.
- Liaise with key stakeholders for scheduling to minimize impact of maintenance activities to program delivery.
- Coordinate external contract resources to minimize impact to GEF and align required internal resources as required.
- Identify opportunities and challenges related to labor, equipment, inventory, and material supply as related to the PM program.
- Collaborate with Maintenance and Operations team members, technical services and the GEF community to develop a solid understanding of GEF Seniors facility assets.
- Elevator Maintenance management.
- Emergency Generator Maintenance management.
- Fire Protection - Life Safety management.
- Prepare project documentation, submit invoicing to Government of Alberta.
- Prepare transmittal for sending project documents to Government of Alberta.
- Identify and prioritize critical equipment preventative maintenance as it relates to regulatory requirements, Health & Safety, Environment, and operational impacts to GEF clients.
- Responsible for on call scheduling and work order completion.
- Project work and other department and site-specific duties as assigned.

**Qualifications/Experience/Knowledge Requirements**:

- High School Diploma.
- Microsoft Office Suite.
- Minimum 2-3 years’ experience in facility administration, maintenance or asset management.
- Working knowledge of YARDI or similar Computerized Maintenance Management System (CMMS).
- Administrative experience in residential or commercial property management setting is an asset.
- Able to decipher work order requests and assign to the relevant technician Plumbing, HVAC, Carpenter, Painter etc.,.
- Ability to carry/lift to 25 lbs.
- Ability to perform repetitive motion tasks.
- Frequent bending, stretching, reaching, lifting, standing/walking.

**Other Requirements**:

- Strong English communication skills (written & verbal).
- High level of building mechanical knowledge, including controls, electrical, and fire systems.
- Strong problem solving and conflict resolution skills.
- Excellent customer service and interpersonal skills, interacting respectfully with all.
- Able to communicate in a multicultural environment.
- Strong time management, initiative and planning/organizational skills.
- Strong interpersonal skills with the ability to work independently as well as in a team.
- Strong work ethic and attention to detail with high standard of accuracy.
- Ability to maintain confidentiality.
- Flexibility with working hours.
- Must have vehicle, valid driver’s license, and be able to provide a copy upon request.

Please send your resume quoting job posting number (A02) ADM 2 to:
Human Resources
GEF Seniors Housing
**Internal applicants**:
Please advise your supervisor or manager.
The successful applicant will be required to undergo a criminal records check.

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