Job Description
Job Description
Here at Applewood Village, the Building Services Administrative Assistant provides comprehensive administrative and operational support to the Building Services & Plant Operations team, including Housekeeping and Security functions. This role serves as a central point of coordination for maintenance requests, compliance documentation, financial processing, and communication with residents, contractors, and vendors. The ideal candidate is organized, detail oriented, and skilled at managing multiple priorities in a fast-paced community.
Key Responsibilities
Core Administrative Duties
- Provide administrative support to the Building Services / Facilities team, Housekeeping, and Security as needed
- Answer phone calls and respond to emails from tenants, contractors, and suppliers
- Maintain organized digital and paper filing systems
- Prepare reports, spreadsheets, and professional correspondence
- Monitor and maintain office supplies and equipment, placing orders as required
Maintenance & Work Order Coordination
- Log and track maintenance requests using facilities management software
- Schedule maintenance staff and external contractors
- Monitor job progress and assist the Supervisor in ensuring timely completion
- Follow up on outstanding maintenance tasks
Compliance & Documentation
- Assist the Building Services Director with life safety documentation
- Track required certifications (e.g., fire alarms, HVAC servicing, lifts, electrical inspections)
- Communication with State and Township offices as needed
- Complete Department of Housing application paperwork for incoming residents in coordination with Marketing
Financial & Procurement Support
- Create purchase orders and process invoices for corporate submission
- Verify contractor charges and maintain accurate records
- Track budgets and maintenance costs; assist with inquiries from Corporate Finance
- Support supplier contracts and service agreements
- Maintain and update vendor database
Project Support
- Assist with purchase orders for small building works and refurbishment projects
- Coordinate contractor access and permit requirements
- Maintain organized project documentation
- Track timelines and provide status updates in collaboration with the Building Services Supervisor and Marketing
Communication & Customer Service
- Serve as the first point of contact for building-related inquiries
- Liaise with residents, vendors, department heads, and contractors
- Provide updates on maintenance schedules and service activities
- Handle concerns professionally and escalate issues when necessary
Systems & Software
- Facilities Management Software (e.g., Worxhub)
- Microsoft Office Suite (Excel, Word, Outlook)
- Purchase Order / Accounting Systems (e.g., PowerApps)
- CMF Business Supplies
- DCA Online System
Required Qualifications
- Experience in administration, facilities, property management, or operations support.
- Strong organizational and multitasking abilities.
- Proficiency in Microsoft Office, Excel.
- Excellent communication and customer service skills.
- Ability to handle confidential information with discretion.
- Experience with facilities or maintenance coordination systems preferred.
8am-4pm
8 hours