Administrative Assistant, Fitness & Sport Services

Facilities Administrative Assistant

Location : Vancouver, BC V6J 4S6

Northland Properties is a 100% Canadian‑owned hospitality group with a heritage of over 50 years in hotels, restaurants, resorts, sports, construction and asset management across Canada, the US, Ireland and the UK. As Canada’s fastest‑growing hospitality group, we believe our people are the foundation of continued success and that great care of our guests is essential.

Role Overview : The Facilities Administrator is responsible for the smooth operation and management of the company’s facilities and related services. The 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 :

• Administer the Open Wrench Facilities platform to ensure smooth workflow and accurate record‑keeping.
• Manage vendor and contractor relations, ensuring work orders are scheduled, compliant and invoicing is processed.
• Verify vendors have up‑to‑date and adequate insurance information posted to Facilities.
• Follow up on preventive maintenance and repair work orders to ensure completion within the designated timeframe.
• Collaborate with vendors and operations to prevent quotes from expiring.
• Review and approve invoicing, confirming satisfaction with completed work and ensuring vendors submit invoices.
• Collaborate with internal teams to ensure building systems (HVAC, refrigeration, electrical, etc.) are functioning optimally.
• Assist with creation and management of purchase orders as directed by the Facilities Managers.
• Perform other duties and projects as requested by the Facilities Manager.

Required Qualifications & Skills :

Administrative Assistant, Fitness & Sport Services

Position Title : Administrative Assistant, Fitness & Sport Services

Position Summary : The Administrative Assistant, Fitness & Sport Services provides a wide variety of administrative support that contributes to the efficient and professional operation of the Gary W. Harris Canada Games Centre. Under the leadership of the Manager, Fitness & Sport Services, the incumbent is responsible for a range of tasks including member scheduling, program registration, budget tracking, facility purchasing, contracts, social media administration, data management and general office duties.

Responsibilities :

Required Qualifications :

Preferred Qualifications

As an equal opportunity employer, we are committed to building a network of talented professionals who can help provide exceptional hospitality experiences.

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