Maintenance Office Manager

Engineering Office Manager at Fairmont Chateau Lake Louise provides administrative, financial, and operational support to the Engineering Department.

Responsibilities

• Provide administrative support to the Engineering Department to ensure efficient daily operations.
• Obtain quotations from approved vendors for materials, equipment, and contracted services.
• Create and manage Purchase Orders (POs) in accordance with company purchasing policies and procedures.
• Coordinate with vendors and contractors regarding pricing, deliveries, scheduling, and service requirements.
• Process vendor invoices, verify supporting documentation, and submit invoices to the Finance Department for payment.
• Submit and reconcile fuel invoices and other utility-related expenses.
• Maintain accurate records of all engineering operating and capital expenditures.
• Maintain departmental budget tracking spreadsheets and assist with expense monitoring.
• Assist the Director of Engineering with monthly forecasting, month‑end financial closing, budget preparation, and financial reporting.
• Review monthly expense reports and identify discrepancies for correction.
• Maintain and monitor Annual Maintenance Contracts (AMC), including renewal dates, service schedules, and contract documentation.
• Maintain engineering vendor files, warranties, equipment manuals, permits, and departmental records.
• Provide administrative support for the Transcendent Computerized Maintenance Management System (CMMS), including asset information, preventive maintenance schedules, reporting, and user support.
• Generate reports from Transcendent to support maintenance planning, compliance, and departmental KPIs.
• Coordinate contractor visits, service appointments, and preventive maintenance schedules.
• Prepare departmental correspondence, reports, presentations, meeting minutes, and other documentation as required.
• Maintain inventory records for engineering materials and office supplies.
• Assist with annual budget preparation, capital project tracking, and expenditure reporting.
• Ensure departmental documentation complies with company policies and audit requirements.
• Maintain confidentiality of financial and operational information.
• Perform other administrative duties as assigned by the Director of Engineering.

Qualifications

• Diploma or Degree in Business Administration, Accounting, Office Administration, Facilities Management, Engineering Administration, or a related field.
• Minimum 3–5 years of administrative or office management experience, preferably in hospitality, engineering, facilities management, or a similar environment.
• Experience with purchasing, procurement, invoice processing, and budget administration.
• Strong financial and analytical skills with experience in budget tracking and reporting.
• Advanced proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Experience with Computerized Maintenance Management Systems (CMMS); Transcendent experience is considered an asset.
• Experience working with procurement or ERP systems is preferred.
• Excellent organizational, planning, and time‑management skills.
• Strong verbal and written communication skills.
• High attention to detail with strong problem‑solving abilities.
• Ability to prioritize multiple tasks and meet deadlines in a fast‑paced environment.
• Experience working in a unionized environment is considered an asset.
• Hours of work may vary according to operational requirements.

Job Perks & Benefits

• Subsidized staff accommodation provided on‑site for full‑time status employees.
• One complimentary meal per shift in our staff cafeteria (additional meals can be purchased for $8/meal).
• Comprehensive benefits package (Medical, Vision & Dental) including extended benefits such as Mental Health (up to $5,000/year), Orthodontics (up to $2,500/year), Fertility Drugs and Gender Affiliation (Lifetime maximum of $10,000) for full‑time permanent status employees.
• Defined Contribution Pension Plan with employer matching up to 5% of annual earnings for full‑time permanent status employees.
• Employee travel program with discounts on room rates as well as on food & beverage at Fairmont & Accor properties worldwide.
• Access to the Mountain Explorer Travel Program – Discounted room rates including 50% off all food & beverage at Fairmont Resorts in Banff, Lake Louise, Jasper & Whistler (subject to availability).
• Opportunity to develop your talent and grow within Fairmont Chateau Lake Louise and over 5,000 properties with Accor.

Visa Requirements

Applicants must be legally authorized to work in Canada.

Diversity & Inclusion

We are an inclusive company and our ambition is to attract, recruit and promote diverse talent.

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