Facilities Administrative Assistant

Job Responsibility: Proud to be 100% Canadian-owned, Northland Properties' are recognized as one of the most trusted names in hotels, restaurants, resorts, sports, construction, and asset management. Our well-known and loved brands have been bringing people together to celebrate unforgettable experiences across Canada, the US, Ireland, and the UK for over 50 years. As Canada's fastest-growing hospitality group, we believe the foundation of our continued success is our people and their ability to take great care of our guests. Role Overview: The Facilities Administrator is responsible for the smooth operation and management of the company's facilities and related services. This role involves managing the administration of the facilities management platform, Open Wrench Facilities, ensuring appropriate facilities related communication and coordination among vendors, contractors, and internal teams, overseeing timely completion of work orders and maintaining compliance with insurance requirements. Supporting various administrative tasks, including following-up with vendors, managing invoicing, issuing purchase orders, and providing support to the Director, Projects & Facilities Managers with assigned duties and special projects. The Facilities Administrator must be proactive, detail-oriented, and capable of handling multiple tasks simultaneously while fostering strong relationships with vendors and internal stakeholders.

• This is a part-time, entry-level management position. (2 days/week)

Responsibilities:

• Facilities Management Software: Provide administration of the Open Wrench Facilities platform to ensure smooth workflow and accurate record-keeping.
• Manage vendor and contractor relations: Utilize the Open Wrench Facilities system, email, and phone to ensure work orders are scheduled, compliant, and invoicing is processed.
• Ensure insurance compliance: Verify all vendors have up-to-date and adequate insurance information posted to Facilities.
• Perform ongoing vendor follow-up: Ensure preventive maintenance and repair work orders are accepted, scheduled, and completed within the designated time frame set by Facilities.
• Collaborate with vendors and operations to prevent quotes from expiring.
• Review and approve invoicing: Follow up with restaurants to confirm satisfaction with completed work and ensure vendors submit their invoices.
• Facility Maintenance Support: Collaborate with internal teams to ensure that all building systems (HVAC, refrigeration, electrical, etc.) are functioning optimally.
• Assist with the creation and management of Purchase Orders as directed by the Facilities Managers.
• Other duties and projects as requested by the Facilities Manager.

Required Qualifications & Skills:

• Experience with facilities management software is an asset.
• Strong proficiency in computers - Microsoft Office Suite.
• Knowledge of refrigeration, HVAC, and other building systems is an asset but not required.
• Experience in the food & beverage or hospitality industry is a plus.
• Mechanical aptitude or a strong desire to develop skills in facilities management.
• High attention to detail and the ability to multi-task while staying organized.
• Creative problem-solving skills.
• Strong communication skills, with the ability to clearly engage with all stakeholders.

*** We thank all applicants for their interest; however, only those applicants we wish to interview will receive a reply to their application. At Northland Properties, we are committed to building a network of talented professionals who can help to provide exceptional hospitality experiences. As an equal opportunity employer, we are constantly seeking motivated and enthusiastic individuals to join us in various fields, including Construction, Finance, IT, HR, Marketing, and Support Center. To join our dedicated team and be a part of our thriving hospitality community, explore the exciting career opportunities available at At Northland Properties, we are committed to building a network of talented professionals who can help to provide exceptional hospitality experiences. As an equal opportunity employer, we are constantly seeking motivated and enthusiastic individuals to join us in various fields, including Construction, Finance, IT, HR, Marketing, and Support Center. To join our dedicated team and be a part of our thriving hospitality community, explore the exciting career opportunities available at