Facilities Administrative Coordinator

1 month ago

Delta, Canada Century Group Full time

A 2023 BC Top 100 Employer, Century Group is a family-owned, real estate development and property management company with a mission to curate places people love. Century Group's people are committed to building sustainable, thriving communities with diverse neighbourhoods. For 65 years, Century Group has built a portfolio of operating real estate assets and land, residential rental properties, seniors residences, hotels and restaurants, as well as commercial retail spaces with an emphasis on a mixed-use approach.
What can we offer you?

Role Summary
Reporting to the Facilities Manager, the Facilities Administrative Coordinator is responsible to provide administrative support to the Facilities team. Primary responsibilities include office administration, support to the Facilities management team as required, assisting the Facilities Manager with creation and distribution of work order requests to front line technicians via our CMMS software, support with contract and contractor management, procurement and inventory tracking and assisting with our fleet vehicle program. Supporting the Facilities Manager with various projects and administrative duties and organizing information to ensure smooth daily operations of the properties and ongoing projects.
Key Accountabilities
- The responsibilities of this role include, but are not limited to:

- Creating and assigning work orders and proactive maintenance to our field technicians through our Yardi work order platform.
- Prioritizing and coordinating responses to work orders/maintenance requests and monitoring through to completion in collaboration with the Facilities Manager
- Assisting with the ongoing development of our maintenance procedures and process using the computerized maintenance management systems (CMMS)
- Assisting with preparing service contracts and specification; monitor contract expirations
- Assisting with procuring, managing and tracking supply inventory
- Assisting with operating and capital budget preparation; monitor expenditures and provide analysis, as required
- Assisting with our fleet management program; scheduling vehicle servicing, recording documentation
- Setting up new vendors/contractors with Finance Department
- Contractor WCB and Insurance updating
- Other projects and tasks as required

Education & Experience
- Completion of Grade 12 education
- A 2 year diploma in business administration, management or equivalent education
- A minimum of at least 3+ years of experience as Administrative Assistant, preferably within a facilities environment would be an asset.

Required Knowledge, Skills & Abilities
- Previous experience in a role managing and consolidating large amounts of information via Google Workspace (Gmail, Google Sheets, Google Docs etc.)
- Specific experience with facilities operations and property management would be an asset
- Proficiency with the technology, softwares/systems (inc. CMMS experience)
- Excellent interpersonal, communication, and customer service skills and the ability to work effectively with the public, clients and other team members
- Exemplary communication skills including writing and editing documents
- Strong attention to details and accuracy and demonstrated ability to execute work promptly and efficiently
- Knowledge and experience in property / facilities environments, including minor repair and maintenance experience is a plus but not required
- Excellent organizational and time management skills and proven ability to work cooperatively as part of a team
- Ability to work independently and set priorities

CG1

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