Facilities Maintenance Administrative Assistant

The Facilities Maintenance Administrative Assistant provides essential administrative, logistical, and clerical support to the Facilities Maintenance Administration team. This role is central to the efficient operation of the maintenance department, focusing on work order processing, inventory management, purchasing support, and vendor coordination to ensure high-quality service delivery for residents and tenants.

Core Duties & Responsibilities

1. Work Order & Maintenance Management

• Process and issue work orders promptly upon receiving maintenance requests or improvement suggestions from tenants, management, and/or staff.
• Coordinate the scheduling and issuance of work orders
• Track and assist with the closing and accurate filing of all completed work orders.
• Act as the primary point of contact for residents, tenants, and maintenance staff regarding maintenance requests, coordinating follow-up actions and communications.
• Issue Notices to Tenants for contract work, annual inspections, and other necessary service activities.

2. Purchasing, Inventory, & Procurement

• Generate and track Purchase Orders (POs) for maintenance staff and external vendors.
• Manage supply procurement, developing a base inventory of commonly used maintenance items and managing office supplies for department staff.
• Monitor and review outstanding Purchase Orders regularly to prevent late billing, overdue charges, and obsolete entries.
• Assist with building tender and bid packages for major projects and submitting larger projects to the Alberta Purchasing Connection (APC).
• Support the sourcing of new vendors and maintain current vendor files, including reviewing WCB reports and updating vendor status.

3. Data & Reporting Management

• Maintain and update the comprehensive database for structural, mechanical, and electrical inventory, maintenance equipment, and fleet vehicles.
• Update inventory databases by entering new information from work orders, purchase orders, and invoices, and remove obsolete inventory.
• Generate reports and assist with the development of reports aimed at optimizing inventory, controlling expenses, and measuring maintenance performance.
• Assist in preparing monthly maintenance reports for Capital expenditures, project updates, and Board meeting packages.

Administrative & Operational Support

• Provide general office administration, including answering phones for maintenance requests and coordinating subsequent actions.
• Assist with the preparation and tracking of expense reports and ensure that maintenance staff have readily available documents like mileage reports and expense claims.
• Produce and update general office forms, information sheets, and documentation.
• Deliver services in strict adherence to all approved departmental policies and procedures.
• Follow and maintain health and safety programs to ensure the safety of staff, residents, and facilities.

Knowledge, Skills, and Abilities

• Strong Organizational Skills: Exceptional ability to prioritize time-sensitive work elements and manage multiple tasks simultaneously.
• Interpersonal & Communication: Strong skills in listening, communication, and mediating with residents and staff, coupled with a calm, compassionate, and mature approach to all situations.
• Technical Proficiency: Solid computer skills, including a working knowledge of the Microsoft Office suite and departmental database software.
• Independence: Proven ability to work effectively with minimum supervision.
• Ethical Conduct: Demonstrated ability to handle sensitive issues and maintain strict confidentiality.
• Alignment: A genuine interest and empathy for the care of senior citizens, low-income families, and people with disabilities.

Minimum Qualifications

• High School Diploma is required; preference given for training or experience in office administration or Microsoft Office applications.
• Relevant training and experience may be considered in lieu of formal education.
• A genuine interest and empathy for the care of senior citizens, low-income (subsidized housing for) families, and people with disabilities

This job description defines the general nature and level of work. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Job Types: Full-time, Fixed term contract

Contract length: 6 months

Pay: From $25.64 per hour

Expected hours: 37.5 per week

Language:

• English (required)

Licence/Certification:

• Driving Licence (required)

Work Location: In person