Administrative Support - Facilities Management

GEF Seniors Housing is the largest provider of affordable supportive living residences for low-income seniors in Alberta. As a leading provider of safe, affordable, quality accommodations, we offer competitive salaries & excellent working conditions for our team of employees, and the opportunity to positively contribute to our clients’ quality of life.

Details: Full time, Days, 37.50 hours per week, 8:00am to 4:00pm, Monday to Friday, Evening or weekend hours as required.

Reporting to: Manager of Capital Projects

Location: Central Services, 14220 - 109 Ave NW, Edmonton, AB T5N 4B3

Responsibilities:

• Provide comprehensive administrative support to the Facilities Management and Maintenance teams, including scheduling meetings and activities, preparing correspondence and documentation, managing communications, and supporting day-to-day departmental operations.
• Create, maintain, monitor, and close work orders, jobs, and purchase orders in Yardi, ensuring accurate data entry, recordkeeping, cost tracking, and documentation.
• Review, verify, process, and track invoices, quotes, purchase orders, contracts, and related supporting documentation, resolving discrepancies and following up with contractors and vendors as required.
• Coordinate and support maintenance activities by working closely with staff, contractors, consultants, vendors, and site personnel to ensure timely completion of work and services.
• Provide administrative support for capital, maintenance, and facility improvement projects, including project documentation, budget and expenditure tracking, reporting, scheduling, stakeholder communication, and project closeout activities.
• Assist with documentation, reporting, and records required for Government of Alberta-funded projects, ensuring invoices, progress reports, and supporting documentation are complete and accurate.
• Maintain digital and physical records in accordance with organizational records management, information governance, privacy, and confidentiality requirements.
• Prepare and maintain reports, spreadsheets, correspondence, forms, data summaries, and other documentation using Yardi, Microsoft Excel, Microsoft Word, and related systems.
• Track and report on maintenance activities, work orders, purchasing, project expenditures, labour, contractor services, and other departmental performance metrics.

• Ability to interpret maintenance requests and coordinate work with the appropriate trades, contractors, and service providers.

• Support preventative maintenance programs, contractor coordination, on-call scheduling, and other facilities management initiatives while providing ongoing communication and administrative support to internal and external stakeholders.

Qualifications, Experience & Knowledge:

• High School Diploma.

• Minimum 2-3 years of experience in facilities administration, maintenance administration, asset management, or a related environment.

• Working knowledge of Yardi or a similar Computerized Maintenance Management System (CMMS), including work order management, purchase order processing, cost tracking, and record maintenance.

• Strong proficiency in Microsoft Office, particularly Excel and Word, including preparing reports, spreadsheets, correspondence, and data summaries.

• Experience reviewing and verifying contractor invoices, quotes, purchase orders, and supporting documentation.

• Knowledge of purchasing, invoicing, project administration, and records management processes.

• Experience providing administrative support for maintenance, capital, or facility improvement projects.

• Ability to interpret maintenance requests and coordinate work with the appropriate trades, contractors, and service providers.

• Excellent organizational, time-management, problem-solving, and attention-to-detail skills, with the ability to manage multiple priorities and meet deadlines.

• Strong written and verbal communication skills, with the ability to work effectively with contractors, vendors, maintenance staff, and internal stakeholders.

• Ability to work independently while contributing effectively as part of a team.

• Experience with ENERGY STAR Portfolio Manager is an asset.

• Experience in residential or commercial property management is an asset.

What We Offer:

• Comprehensive Benefits Package, including:
  • Medical and Dental Coverage
  • Health Spending Account
  • Disability Insurance
  • Life Insurance
• Participation in the LAPP Pension Plan
• Generous Paid Time Off
• Paid Training, including Health & Safety certification and hands-on, role-specific learning
• Company-covered Criminal Record Check

Internal applicants: Please advise your supervisor or manager of your intent to apply and apply via Dayforce careers.

This job competition will remain open until a suitable candidate is found.

The successful applicant will be required to undergo a criminal records check.