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Facilities Administrative Coordinator

2 months ago

Delta, British Columbia, Canada Century Group Full time

About Century Group

Century Group is a family-owned, real estate development and property management company with a mission to curate places people love. We are committed to building sustainable, thriving communities with diverse neighbourhoods.

Our Team

We offer our team members a variety of benefits, including competitive salaries, health benefits, a healthcare spending account, maternity leave top-up program, matching pension plan, and the ability to advance your career through training and development opportunities.

Job Summary

The Facilities Administrative Coordinator provides vital administrative support to the Facilities team. Primary responsibilities include office administration, assisting the Facilities management team, and aiding the Facilities Manager with creating and distributing work order requests to front-line technicians via our CMMS software.

Key Responsibilities

  • Creating and assigning work orders and proactive maintenance tasks to field technicians through the Yardi work order platform.
  • Prioritizing and coordinating responses to work orders and maintenance requests, and monitoring them through to completion in collaboration with the Facilities Manager.
  • Assisting in the ongoing development of maintenance procedures and processes using the computerized maintenance management system (CMMS).
  • Assisting with preparing service contracts and specifications, and monitoring contract expirations.
  • Procuring, managing, and tracking supply of inventory.
  • Providing administrative support including email management, file management, preparation of letters and spreadsheets, and filing.
  • Assisting with the fleet management program, scheduling vehicle servicing, and recording documentation.
  • Setting up new vendors and contractors with the Finance Department.
  • Updating contractor WCB and Insurance documentation.
  • Performing other projects and tasks as required.
  • Supporting the front line team with day to day administrative tasks as required.

Requirements

  • Completion of Grade 12 education; a 2-year diploma in business administration, management, or equivalent education.
  • A minimum of 3+ years of experience as an Administrative Assistant, preferably within a facilities environment.

Preferred Qualifications

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