Coordinator - Administration & Facilities

Hollyburn Family Services, recognized as a Great Place to Work Canada, embodies a commitment to serve, nurture, honour, and lead. We are seeking a dynamic, detail-oriented Administration and Facilities Coordinator to assist with administrative tasks related to the maintenance and upkeep of our facilities and vehicles. This includes managing work orders and processing invoices for repair and maintenance services. The role also involves overseeing the maintenance and upkeep of the Agency's vehicle fleet and facilities, ensuring timely repairs, licensing, and compliance. This position requires strong organizational skills and attention to detail to ensure smooth operations across facilities and fleet.

Hours & Location of Work:

The Administration and Facilities Coordinator will work a 32-hour work week along with 4 hours of weekend on-call, with the successful candidate collaborating with the Senior Facilities Manager to allocate and schedule their hours. Weekend on-call hours are a requirement. This is a hybrid position, combining remote work and office-based tasks. Regular travel to various properties across the Lower Mainland is required.

Qualifications:

• Diploma in a related field or equivalent education and experience.
• 2 years' experience in an administration role.
• Must be able to pass a Criminal Record Check.
• Must have valid Class 5 or higher BC driver's license and clean driving abstract and access to a vehicle.
• Must be able to travel to sites throughout Lower Mainland, particularly Richmond, Delta, Surrey, Langley, and Abbotsford

Skills:

• Be able to organize and prioritize multiple tasks effectively.
• Clear and effective verbal and written communication skills.
• Superior relationship management skills and experience interacting with contractors.
• Willingness to learn new skills
• Basic handyman skills an asset
• Ability to plan and manage within budget and time constraints.
• 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
• A great team player – willing to jump in and help out wherever needed.
• Discretion in handling confidential matters.

Job Description:

Responsibilities:

• Manage the Repair and Maintenance Tracking software, including processing estimate requests, work orders, and invoices.
• Respond to repair requests, schedule repairs and preventive ongoing maintenance in a timely fashion.
• Perform regular site visits to ensure all program locations are in good repair and working order, facilitating repairs and maintenance as needed.
• Oversee the maintenance and servicing of the fleet vehicles, ensuring all records and documentation, including maintenance invoices and insurance papers, are accurately filed and up to date.
• Perform minor repairs in our care homes as required, such as replacing door handles and light switches.
• Ensure that all documents related to assets, including lease agreements, utility contracts and insurance policies are properly processed and filed, consistent with processes and procedures.
• Liaise with other agency departments, including program management and IT to ensure setup of phones, faxes, internet and cable.
• Train and educate program supervisors and staff in home maintenance and emergency response/ preparedness.
• Collaborate with the administration team to report any issues, requests, or concerns to building managers for both the Head Office and the Surrey Office.
• Process regularly scheduled maintenance invoices and track associated costs to ensure they remain within budget.

Because we know our team is our heart and our most important asset, we are excited to offer:

• Hands-on, extensive, and continuous training
• Professional development and advancement within our ever growing organization
• 100% employer premium paid extended health, dental, vision care, and life insurance for you and your dependents
• Paid vacation, wellness days, and sick days
• Group RRSP matching of up to 6% of gross salary
• Tuition reimbursement and subsidies for professional development (e.g. conferences, seminars, courses)
• And more

We thank all candidates for applying, however only those shortlisted will be contacted for interviews. Candidates must be located in the Lower Mainland and eligible to work in Canada to be considered.