Job Title: Maintenance Administrator

Department: Facilities

Reports To: Facilities Manager
Contract type: Full-time, permanent
Hiring salary range: Application deadline: $52,000 - $58,000 plus health benefits & RRSP Contribution Plan

General Summary

Reporting to the Facilities Manager, the Maintenance Administrator provides administrative support and assistance to the Operations and Maintenance staff. The Maintenance Administrator will ensure the records and maintenance management system (Yardi) is up to date and all data is correct for the maintenance department, as well as providing regular reports and information to support the work of others or respond to specific requests.

Responsibilities

Responsibility 1: Administrative support

• Receives maintenance requests from tenants, creates work orders using the Yardi system and updates work order status in system as required
• Tracks and maintains records of contract work for maintenance, renovation and annual building inspections
• Monitors the maintenance team email and responds to requests for work order/maintenance repairs
• Maintains a call log record for incoming calls related to maintenance which includes:

ο Recording name(s), date, time of call or office visit, reason for the call or office visit and action taken for calls

ο Transmitting requests into the work order system, responding to information requests, either immediately or upon finding an answer, or relaying caller to the appropriate personnel for follow up on repair and maintenance work orders as requested/required

• Records any information related to the maintenance file of the applicable building such as appliance model and serial numbers, dates appliances were purchased and installed, completes warranty cards, applicable addresses, completed work orders, contracts etc.
• Prepares notices for the maintenance team, which include 24-hour Notice of Entry, Chargeback notices and any other communication needed to be sent to the tenants.
• Maintains records and information, including but not limited to:

ο Entering post construction data into the City of Ottawa Asset Management database

ο Maintaining safety information/Inspection records

• Reviews contractor invoices matching with the related work orders, confirms the satisfactory completion of jobs from the maintenance staff before sending to accounts payable
• Performs other activities and duties as directed, within the role’s mandate and

expertise

Qualifications

Education, Training and Experience:

• 2 years’ post-secondary level education in a relevant discipline and 2 – 3 years relevant experience providing office administration and support, or an equivalent combination of education, training and experience may be considered
• Office Administration Certificate would be considered an asset

Demonstrated Competencies, Knowledge, Skills and Abilities:

• Knowledge of Yardi Voyager is considered an asset
• Demonstrated ability to use Microsoft Office applications effectively (Word, Excel, SharePoint, Teams, etc.)
• Effective verbal and written communication skills in both English and French, additional languages are considered an asset
• Demonstrated experience in customer service with evident knowledge and respect for advancing diversity and inclusivity in our communities
• Knowledge of social housing in Ottawa and its purpose and challenges

Working Conditions

Physical Effort

• Work involves alternating positions of light physical activities (sitting, standing, walking, bending, lifting light weight objects, keyboarding, etc.) with little physical effort. The majority of time is spent in a comfortable position with frequent opportunities to move around. (Most office jobs)

Physical Work Environment

• Works in an environment with occasional exposure to mild unpleasant or disagreeable conditions such as dust, noise, odours and a remote possibility of accident or damage to health.

Sensory Attention

• Work activities involve occasional periods of low intensity concentration requiring little demand on sensory effort, such as collecting routine information, filing basic word processing, inputting straightforward data, monitoring machines, video terminals, attending to phone conversations/requests for information.

Mental Stress

• Work activities are performed in an environment with occasional exposure to one or more mental pressures. Mental stress would not be noticeably disruptive to the work or cause unpleasant reactions, e.g., pressure for deadlines, unpleasant customer contacts, repetitious work, or disruption to personal life where

schedules need to be rearranged.