Job Description

Maintenance Administrator

Location:

Grande Prairie, Alberta

Job Type:

Full time with occasional afterhours

Hours:

Monday to Thursday 9:00 a.m. to 5:00 p.m.

Friday 9:00 a.m. to 1:00 p.m.

We are seeking a highly organized and proactive

Maintenance Administrator

to support our Maintenance Supervisor and ensure the smooth operation of maintenance and cleaning services across our residential and commercial properties. This role is ideal for someone who is detail-oriented, communicative, and thrives in a fast-paced environment.

General Maintenance Administration

Assist the Maintenance Supervisor with daily administrative tasks and scheduling. Complete basic work order requests (e.g., key cutting, signage, elevator blanket setup, garbage pickup). Track, assign, and follow up on work orders; escalate urgent issues as needed. Communicate directly with clients regarding maintenance updates and work order completion. Contact vendors for services or documentation, including insurance and WCB certificates. Maintain and update key registry and perform quarterly key audits. Manage buzzer and fob systems, including data entry and access configuration. Coordinate seasonal and scheduled inspections/maintenance. Review and act on maintenance items from clients. Assist in obtaining quotes, preparing bid summaries, and managing vendor engagement. Coordinate entries, issue notices, and handle access logistics for special projects. Maintain the calendar for the Maintenance Supervisor and schedule appointments. Act as backup for reception (basic calls, emails, and office inquiries). Deliver documents and pick up supplies as needed.

Data Entry & Reporting

Enter monthly billing data for maintenance, snow removal, and landscaping. Maintain equipment logs, inventory tracking, and vendor billing records. Prepare reports for management and provide updates on project statuses.

Client Communication

Draft professional communications to clients regarding maintenance and special projects. Follow up on complaints or requests with timely, clear, and courteous responses.

Cleaning Department Administration

Schedule and assign cleaning jobs for residential and commercial properties. Manage cleaning supplies, verify timesheets, and invoice non-routine jobs. Schedule and coordinate carpet cleanings. Conduct site inspections and follow up on client complaints with corrective action. Ensure contract cleaning schedules are followed and documented properly.

Qualifications

Prior administrative or facilities management experience is preferred. Strong organizational and multitasking skills. Excellent communication skills--both verbal and written. Proficiency in Microsoft Office Suite (Excel, Word, Outlook). Comfortable working with data entry, scheduling tools, and maintenance software. Ability to handle sensitive or urgent issues with discretion and efficiency. Valid driver's license and access to a vehicle.
Job Type: Full-time

Pay: $23.00-$26.00 per hour

Expected hours: 36 - 40 per week

Education:

Secondary School (required)
Experience:

Administrative: 1 year (required)
Licence/Certification:

Driving Licence (required)
Location:

Grande Prairie, AB (required)
Work Location: In person