Administrative Assistant

2 weeks ago

Cambridge, Canada Cambridge Non Profit Housing Corporation "Housing Cambridge" Full time

**Satellite Community Homes**
**Facilities Administrative Assistant (4-month contract)**

**A. Introduction**

**B. Hours of Work**

37.5 hours a week

**C. Accountability**

The Facilities Administration Assistant reports to the Facilities Manager

**D. Confidentiality**

The Facilities Administration Assistant shall not disclose the business of the Non-Profits before or after the term of employment by the Non-Profit, or use for her/his own purpose, or for the purpose of any other organization or individual, any information which she/he may acquire concerning the operation of the Non-Profit.

**E. Duties**
- **General**

The Facilities Administration Assistant is responsible for all aspects of the administration of the Facilities Team. In general, the Facilities Administration Assistant is required to:

- Act as liaison between the residents, various suppliers and contractors and the Facilities Team;
- Assist with annual fire drills and assist with monthly fire inspections as required at all apartment buildings, including coordinating the involvement of other Staff, Key Holders and the Fire Department
- Assist with unit improvement requests and respond to tenants as required;
- Respond to day to day maintenance work requests as required.
- Create and produce administrative documents such as forms, templates, move-out/move-in inspection forms, annual inspection forms, analysis documents, reports
- Support other facilities staff by means of photocopying, shredding, filing, the production of notice(s) and input of purchase orders/work orders into the property management software
- In consultation with the Maintenance Coordinator(s), complete inventory of supplies, create supply list, etc.
- Co-ordinate technical support related to facilities team i.e. computers, phones, tablets, etc.
- Respond to and direct incoming telephone calls;
- Process outgoing mail including personal delivery of facility notices and annual review packages, etc.
- Input details of maintenance work required and completed, as well as details of assets allocated to units using Arcori software in order to provide a detailed maintenance history for each unit;
- Assist with Community BBQ and/or clean up days
- Assist maintenance coordinators when needed regarding onsite inspections
- Preventative Maintenance and Special Projects
- Assist Facilities Manager in scheduling and administer preventative maintenance programs and special projects;
- Work with the Facilities Manager to ensure preventative and routine maintenance contracts are in place, to administer these contracts and to ensure that the Non-Profit(s) are in compliance with the Ontario Fire Code and other current legislative requirements;
- Record Keeping

a) Ensure that accurate records of all maintenance work, purchase orders, inspections, follow-up to inspections and capital projects, including tendering, contract documents, capital replacement, inspections and payment authorizations are maintained using prescribed software;
b) Document any significant events, serious incidents, changes to services, problems, etc.;
c) Assist Maintenance Coordinators in keeping a record of tenant damages at annual inspections and refer to appropriate staff for invoicing;
**Purchasing & Financial**

a) Assist the Facilities Manager/Executive Director in analyzing portfolio preventative maintenance and capital replacement and in preparation of annual operating and capital budgets.
- Refurbishing of Units, Unit Inspections and Tenant Damages Administration
- Assist with annual unit/building inspections for the portfolio(s) with other Non-Profit Staff, in accordance with the Non-Profits’ maintenance policies and procedures;
- Work with Maintenance Coordinators on annual inspection of building exteriors and all building interior and exterior common areas, documenting deficiencies to address and capital work required.
- Assist Maintenance Coordinators with move-out & move-in inspections during the unit turnover process
- Other duties as assigned.
- Revised: March 2023_

**Salary**: $17.20 per hour

**Benefits**:

- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- Day shift
- Monday to Friday

Ability to commute/relocate:

- Cambridge, ON N3H 5N7: reliably commute or plan to relocate before starting work (preferred)

**Education**:

- Secondary School (preferred)

**Experience**:

- Administrative Support: 1 year (preferred)

Work Location: In person

Application deadline: 2023-05-12

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