Administrative Assistant - Facilities Management

Our client, a well known organization located downtown, is seeking an organized, detail-oriented Administrative Assistant to support the Facilities Management Services team. In this dynamic role, you'll play a key part in ensuring the smooth day-to-day operation of administrative and clerical functions while supporting various business processes and projects. If you're a proactive problem-solver who thrives in a collaborative, fast-paced environment and has experience supporting Facilities Management processes - we'd love to meet you! Key Responsibilities: General Clerical & Administrative Duties Provide administrative support to Facilities Management Services business functions and project administration. Prepare and maintain routine reports using established templates (e.g., tickets, time reports, occupancy reports, supplies inventory). Perform time and data entry tasks, including timekeeping, purchase order creation and tracking, Expense submissions, and travel bookings. Process work orders for tenant services, signage, nameplates, stationery, and other office service requests. Book meetings, manage logistics, prepare agendas, and record meeting minutes. Draft professional correspondence and respond to inquiries through the Facilities Management Services inbox. Manage records and inventory for desk accessories, chairs, and other office items. Order, track, and manage supplies and inventory for the team. Handle mail and courier package preparation, sorting, and distribution. Financial Duties Create and manage purchase requisitions and orders. Track, verify, and process invoices. Investigate and respond to financial inquiries and anomalies. Process various financial transactions including travel expenses, credit card reconciliations, and iExpense reports. Provide support for budget preparation and tracking. Miscellaneous Duties Deliver excellent customer service by providing general information and directing Facilities-related inquiries appropriately. Assist with the coordination of special events and team functions. Qualifications & Experience: Previous experience in administrative, clerical, or office coordination roles, preferably within a facilities or property management environment. Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). Experience with financial processes such as invoicing, expense reports, and budget tracking is an asset. Excellent organizational skills and attention to detail. Strong written and verbal communication skills. Ability to manage multiple priorities and work independently in a fast-paced setting. Customer-focused with a professional, service-oriented attitude. David Aplin & Associates Inc., operating as Aplin, and its associated brands, CompuStaff and Impact Recruitment, is an award-winning employment agency connecting diverse, top-tier talent with exceptional organizations across North America. We welcome applicants from all backgrounds and charge no fees to apply or engage with our recruiters. Our clients partner with us to help expand and diversify their teams. Please note that all applicants must be legally entitled to work in Canada, including holding any necessary work permits.

Location: Clareview, CA

Posted Date: 5/12/2025