Facilities Administrative Coordinator

at  Century Group

A 2023 and 2024 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?
Century Group offers our team members a variety of benefits, including competitive salaries, health benefits which includes a healthcare spending account, maternity leave top-up program, matching pension plan (DCPP), and the ability to advance your career through training and development opportunities! As a part of Century Group, career growth opportunities are available across a diverse group of companies. Apply now to discover your next career move!
Role Summary
Reporting to the Facilities Manager, 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. This role also supports contract and contractor management, procurement, inventory tracking, and our fleet vehicle program. Additionally, the coordinator will assist with various projects and administrative duties, ensuring smooth daily operations of 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 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.

Education & Experience

• 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.

Required Knowledge, Skills & Abilities

• 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.

CG

• 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