Job Description

Kay Responsibilities

Provide daily administrative support to the Maintenance Manager and department. Schedule and coordinate all maintenance activities, including repairs, vendor visits, and preventative maintenance rotations. Create, track, update, and close work orders using CMMS (or similar). Maintain availability of critical parts and organized inventory systems supporting operational uptime and sustainability. Assist with purchasing tools, materials, and parts by obtaining quotes and processing purchase orders. Control administration of all maintenance parts including deliveries, shipment, and digital records using CMMS. Generate inventory reports and reconcile digital vs. physical stock counts for accuracy. Notify vendors of backordered items and manage supply expectations. Act proactively to prevent supply shortages and respond quickly to unexpected disruptions. Review and process incoming/outgoing materials ensuring accurate documentation and timelines. Maintain supplier files with updated pricing and order history. Communicate with external contractors and coordinate their schedules. Administer daily spending records and support weekly cost reviews. Work with purchasing and accounts payable to resolve invoice discrepancies and ensure timely payments. Maintain accurate maintenance history, inspections, certifications, and service logs. Prepare reports and data summaries for leadership review. Assist with training record management, onboarding documentation, and timekeeping for maintenance staff. Perform other administrative duties as required.

Quality, Customer Focus, Safety and Environment

Build positive and productive relationships with internal teams and suppliers. Maintain organized workspace and accurate documentation at all times. Follow all safety and regulatory requirements including PPE compliance. Support SOP updates, revision tracking, and documentation accuracy. Maintain safety inspection logs, equipment certifications, and preventative maintenance compliance records. Follow corporate safety policies, food safety guidelines, and environmental standards.

Skills & Competencies

Highly organized with effective time management Flexible, adaptable, and able to work under pressure while managing competing priorities Strong data accuracy and digital record management Ability to multitask in a fast-paced environment Professional communication and confidentiality handling Strong interpersonal skills for vendor and department coordination Basic knowledge of maintenance terminology and safety practices is an asset Proficiency in Microsoft Office (Excel, Word, Outlook) and CMMS software preferred

Qualifications and Education Requirements

Minimum high school diploma; post-secondary education in business management or administration preferred 2+ years experience in administrative support, purchasing, scheduling, or in a maintenance/manufacturing/warehouse environment Experience in maintenance support, inventory management, digital scheduling, and purchasing Proficiency in using Computerized Maintenance Management System or similar inventory management software for controlling and reporting inventory activities Maintain accurate records of maintenance activities and update the CMMS (Computerized Maintenance Management System) Able to complete work orders and update all information required on the CMMS
Job Type: Full-time

Pay: $25.00-$31.00 per hour

Expected hours: 40 per week

Benefits:

Company events Dental care Employee assistance program Extended health care Life insurance On-site parking Paid time off Vision care
Ability to commute/relocate:

Aldergrove, BC: reliably commute or plan to relocate before starting work (required)
Work Location: In person