Facilities Assistant

5 months ago

Vancouver, Canada Hollyburn Family Services Full time

**At **Hollyburn Family Services**, we empower growth and inspire change and we’re looking for people to join our team who want to do the same. If this sounds like you, read on. We’d love to have you on our team

As a part-time **Facilities Assistant**, reporting to the Facilities Manager, you will have the opportunity to arrange and oversee the maintenance of all company facilities and contractors.

This role is 24 hours/week, Thursday-Monday, inclusive of on-call availability on weekends and holidays. You will work primarily from a home office, but will be expected to work in our North Vancouver Head Office by Lonsdale Quay one to two times per week, and have the ability to travel to sites throughout the Lower Mainland.

**Qualifications**:

- Diploma in a related field or equivalent education and experience.
- 2 years’ experience in a hands-on facilities administration role.
- Technical certificate or trade school qualifications are an asset.
- Must be able to pass a Criminal Record Check.
- Must have valid Class 5 or higher BC driver’s license and clean driving abstract.
- Must be able to travel to sites throughout Lower Mainland, particularly Richmond, Delta, Surrey, Langley, and Abbotsford
- Familiarity with trades community in Surrey and western Fraser Valley an asset

**You'll score more points if you have**:

- Superior relationship management skills and experience interacting with contractors.
- Be able to organize and prioritize multiple tasks effectively.
- Clear and effective verbal and written communication skills.
- Understanding of home maintenance, home construction and building systems an asset
- Basic handyman skills an asset
- Willingness to learn new skills
- A great team player - willing to jump in and help out wherever needed.
- Ability to consistently make effective high-quality decisions with appropriate direction.
- Ability to plan and manage within budget and time constraints.
- Experience working with multiple vendors and small capital projects an asset
- Experience with work orders, purchase orders, invoicing and routine accounting methods.
- Solid knowledge of Microsoft Office Suite, including Teams, Word and Excel with ability to adapt to and learn new software; working knowledge of business process flows an asset
- Detail oriented.
- Knowledge of purchasing.
- Discretion in handling confidential matters.
- Support Facilities Manager to work with Program Supervisors and contractors to respond to repair requests, schedule repairs and preventive ongoing maintenance in a timely fashion.
- Perform minor repairs as required.
- Support improvements and changes to facilities such as equipment, machinery and furniture installations.
- Support home renovations, including suite build-outs.
- Support new program set-up and maintenance including safety modifications and other renovations, utilities and furniture.
- Liaise with other agency departments, including program management and IT to ensure setup of phones, faxes, internet and cable.
- In conjunction with Facilities Manager, perform regular site visits to ensure all program locations are in good repair and working order, facilitating repairs and maintenance as needed.
- Train and educate program supervisors and staff in home maintenance.
- Contact for building improvements, after-hours cleaning and site security for Surrey satellite office.
- Support processing and approval of work orders and invoices, consistent with processes and procedures, including maintaining and updating repair and maintenance requests, invoices, estimates and inspection reports;
- Support developing working relationships with contractors and trades in particularly in Surrey, Delta and western Fraser Valley for repair, maintenance and renovations of facilities
- Provide support to all agency programs for the maintenance, repair and licensing of all agency vehicles, including maintaining and updating repair logs
- Assist in ensuring compliance with agency policies regarding vehicle use
- Assist in identifying new vendors or suppliers in order to secure more cost-effective sources of products and services.
- Facilitate the delivery of vehicles to the appropriate facility.
- Assist with equipment disposal and maximizing value.
- Maintain and update vehicle insurance documents;
- Work with suppliers and contractors to ensure procurement of assets is done with maximum cost-effectiveness
- Support implementation purchasing controls
- Support maintaining inventory of spare keys for facilities and vehicles.
- Ensure that all purchase orders and invoices are processed and approved for payment and filed in a timely fashion, consistent with processes and procedures.
- Ensure all maintenance practices are in compliance with Agency standards.
- Ensure that all documents related to assets, including lease agreements, utility contracts and insurance policies are properly processed and filed in a timely fashion, consistent with processes and procedures.
- Perform r

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