Maintenance Administrative Assistant

Join Our Facility Systems Team at Heartland Housing Foundation!

About Heartland Housing Foundation:

Operating 12 facilities including seniors’ lodges, apartment buildings, and an affordable family housing complex, Heartland Housing Foundation is known as a strong, collaborative organization and a leader in the social fabric of the region. At Heartland Housing Foundation we are committed to our culture of service and excellence as we continue to serve the people of our communities.

Key Benefits:

• Work-Life Balance: Enjoy every weekend off with standard full-time daytime hours.
• Career Development: Engage in succession planning, opportunities for growth, and continuous learning through our supportive environment.
• Community Impact: Make a meaningful difference in the lives of seniors and families within the Strathcona County and Fort Saskatchewan regions
• Collaborative Culture: Be part of our collaborative teams/committees driving innovation and excellence.
• Competitive Compensation: Enjoy our competitive salary with full-time hours, LAPP pension plan, and our comprehensive benefits package including many perks…plus much more

Comprehensive Benefits Package:

• Company Pension: Plan for the future with our LAPP pension plan.
• Healthcare: Comprehensive dental care, extended health care, healthcare spending account, and disability and life insurance
• Wellness: Access to our wellness program, promoting a healthy work-life balance.
• Financial Security: Competitive salary, disability and life insurance, full-time hours and our LAPP Pension Plan match to help you secure your financial well-being.
• Additional Perks: Enjoy discounted food, a healthcare spending account, on-site parking, accrual-based vacation time, and an employee assistance program for support in every aspect of life.

Hours:

• 8:00am – 4:30pm; 8 hours per shift
• Monday to Friday

Responsibilities:

Administrative Support:

• Provide comprehensive administrative support to the Facility Manager and Project and Maintenance Lead including managing schedules, validating work orders, and handling inquiries via email, phone, and written communication.
• Collaborate with the Facility Manager and Project Coordinator on bid packages, requests for proposals (RFPs), and vendor coordination, ensuring efficient communication and documentation.

Maintenance Program Management

• Generate, compile, and produce reports on maintenance program metrics, including key performance indicators, work order completions, labour hours, material and contract costs, purchase orders, and preventative maintenance initiatives.
• Assist in generating purchase orders, validating invoices, and overseeing subcontractor/vendor processes to ensure compliance with established procedures.

Departmental Support and Project Execution

• Collaborate with Maintenance Supervisors and Project Coordinator in planning, scheduling, and executing projects, both internally and externally, while maintaining minimal disruption to residents and visitors.
• Monitor site-level work orders, investigate delays, and provide updates to site leadership, contributing to budget oversight and maintenance program enhancements.

Health, Safety, and Environmental Stewardship

• Actively participate in and contribute to the overall safety program, ensuring maintenance team compliance with safety management requirements, emergency response materials, and scheduled training.
• Maintain subcontractor management compliance, update safety documentation, and promote a safety culture throughout the organization.

Requirements:

• Minimum of 3 years of experience in facility administration, maintenance or asset management
• Working knowledge of YARDI or a similar computerized maintenance management system (CMMS) would be considered an asset
• Experience working in a not-for-profit and/or housing management organization would be considered an asset
• Administrative experience in residential or commercial property management settings would be considered an asset
• Proficiency in Microsoft Office software would be considered an asset

Working Conditions:

• The primary workspace will be in an office setting, but the mission of the organization may sometimes take them to a nonstandard workplace
• Some travel may be required
• Hours of work are a standard work week, but additional hours may be required as needed to attend meetings and represent the organization at public events
• May be required to work alone
• Occasional exposure to unpleasant or abusive individuals
• Frequent and ongoing contact with staff, residents, families, contractors, etc.
• Frequent bending, stretching, reaching, lifting, standing and walking
• Performing repetitive motions and tasks

Benefits:

• Competitive salary starting range from $21.52 per hour to $25 per hour

Comprehensive benefits package including

• Company LAPP pension plan
• Extended health care
• Healthcare spending account
• Dental care
• Disability insurance
• Life insurance
• Employee assistance program
• Discounted food
• On-site parking
• Paid time off

Application Process:

Interested applicants, please forward your resume including what position and appropriate hours you are applying for. This position will remain open until filled. We thank all applicants for their interest in this position, however, only those applicants selected for an interview will be contacted.

The successful candidate will be required to provide an acceptable Vunerable Sector Criminal Records Check, 30 days current.

Job Type: Full-time

Salary: $21.52-$25.00 per hour

Expected hours: 40 per week

Benefits:

• Casual dress
• Company pension
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care
• Wellness program

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Administrative: 1 year (preferred)

Work Location: In person