You'll ensure accurate documentation in the CMMS, schedule preventive maintenance activities, support budget tracking and procurement processes, and help maintain the high service standards that define success in critical industrial environments. Your attention to detail and ability to juggle multiple priorities simultaneously will be crucial as you support the Facilities Manager and technical teams in delivering exceptional facility performance while ensuring all activities comply with safety regulations and client requirements.
What your day-to-day will look like
Manage work order creation, tracking, and closure in the Computerized Maintenance Management System (CMMS), ensuring accurate documentation and timely processing of maintenance requests
Coordinate scheduling of preventive maintenance activities, vendor services, and contractor visits to minimize operational disruption while ensuring all required inspections occur on schedule
Serve as primary point of contact for service requests, communicating status updates to requesters and escalating urgent issues to the Facilities Manager and technical teams
Support procurement processes by obtaining quotes from vendors, processing purchase requisitions, tracking deliveries, and maintaining accurate records of expenditures against budget allocations
Maintain comprehensive facility documentation including equipment records, warranty information, service agreements, compliance certificates, and inspection reports in organized filing systems
Prepare operational reports including work order metrics, vendor performance summaries, budget variance tracking, and Key Performance Indicator (KPI) dashboards for management review
Coordinate safety-related documentation including permit applications, contractor safety orientations, and maintenance of required certifications for equipment and personnel
Assist with invoice processing and approval workflows by verifying completed work, matching invoices to purchase orders, and ensuring proper coding for accurate financial tracking
Support the Facilities Manager with meeting coordination, presentation preparation, project tracking, and administrative tasks that enable efficient facility operations
Required qualifications
Associate degree in Business Administration, Facilities Management, or related field, or equivalent combination of education and experience
Minimum 2-3 years of administrative or coordinator experience, preferably in facilities management, operations, or industrial environments
Strong proficiency with Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and ability to learn facility management software systems quickly
Experience with Computerized Maintenance Management Systems (CMMS) or similar work order tracking platforms
Excellent organizational skills with proven ability to manage multiple priorities, meet deadlines, and maintain accuracy in detailed work
Strong written and verbal communication skills with ability to interact professionally with diverse stakeholders including technicians, vendors, management, and clients
Understanding of basic facility operations terminology and maintenance processes to effectively coordinate activities and communicate technical information
Attention to detail and problem-solving mindset with ability to identify issues, propose solutions, and follow through to resolution
Preferred qualifications
Bachelor's degree in Business Administration, Facilities Management, or related discipline
Experience in oil and gas, energy, manufacturing, or other industrial sectors with exposure to critical facility operations
Knowledge of procurement card systems and purchase order processes in corporate environments
Familiarity with health and safety regulations, permit requirements, and compliance documentation for industrial facilities
Background supporting Service Level Agreements (SLAs) and Key Performance Indicators (KPIs) in client-facing service delivery roles
Proficiency with SharePoint, project management tools, or data visualization platforms for reporting and collaboration
Estimated compensation for this position
58,500.00 – 93,900.00 CAD per year
This range represents the estimated base salary and actual compensation may differ. Final base salary is determined by various considerations including but not limited to candidate qualifications, location, market conditions, and internal considerations. Some roles and employees may be eligible for discretionary bonuses, benefits, or other compensation.
Location
On-site –Calgary, AB, Fort McMurray, AB, Halifax, NS, Toronto, ON, Vancouver, BC
Opening Type
New Role
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table!
At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.
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