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.

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.