Administrative Assistant, Construction & Facilities

THE ROLE

Behind every clean, safe, and fully operational Fitness World gym is a team working hard to keep it that way — and you’ll be right at the center of it. Reporting to our VP of Construction & Facilities, you’ll be the organizational engine that keeps purchasing, inventory, technician scheduling, and preventative maintenance running smoothly across our 18 BC locations.

It’s a detail-driven, behind-the-scenes role where your organization and follow-through show up in every well-stocked, well-maintained club our members walk into. If you love bringing order to a lot of moving parts and taking ownership of the details, you’ll fit right in here.

WHAT YOU'LL DO

Purchasing & Orders

• Process orders and create, issue, and track purchase orders (POs) for materials, equipment, parts, and services.

• Gather and compare vendor quotes, set up new vendors, and keep vendor account records up to date.

• Match POs to packing slips and invoices, sort out any discrepancies, and code invoices for accounts payable.

• Stay on top of order status — expediting deliveries and following up on backorders so techs aren’t left waiting.

Inventory Management & Control

• Keep accurate inventory records for parts, supplies, tools, and equipment across locations.

• Monitor stock levels, set reorder points, and replenish before things run short.

• Run and reconcile periodic cycle counts, tracking down and resolving any variances.

• Maintain asset, equipment, and warranty registers.

Preventative Maintenance & Work Orders

• Own the preventative maintenance (PM) schedule and workflow so recurring tasks never slip.

• Create, assign, and track work orders in the maintenance / CMMS system.

• Follow up on outstanding or overdue items and escalate when something needs attention.

• Keep equipment service histories, manuals, and documentation organized and easy to find.

Scheduling & Technician Support

• Keep our technicians organized by coordinating daily schedules, dispatch, and job assignments.

• Book vendor and contractor visits and arrange site access across locations.

• Track technician timing, hours, and job progress, and help balance workloads against priorities.

• Be the go-to administrative point of contact for the field team.

Budget & Financial Support

• Support departmental budget tracking and keep an eye on spend against budget.

• Prepare cost summaries, spend reports, and PM / KPI reporting for the VP.

• Process expense reports and reconcile department purchasing cards.

• Flag variances early and pitch in on cost-control and cost-saving initiatives.

Vendor & Compliance Administration

• Maintain vendor and contractor records, including insurance certificates and WorkSafeBC clearance letters.

• Track service contracts, warranties, and renewal dates, and prompt renewals before they lapse.

• Help keep permits, inspections, and regulatory records current and organized.

• Support health & safety documentation and compliance records for the department.

General Administration

• Manage correspondence, meeting scheduling, agendas, and minutes for the VP as needed.

• Keep digital and physical filing and document control tidy and well organized.

• Prepare spreadsheets, presentations, and reports.

• Provide general administrative support to the Construction & Facilities team.

WHAT YOU'LL BRING

• 2–3+ years of administrative experience, ideally in construction, facilities, trades, property management, or a similar field.

• Experience with purchasing / PO processes and invoice reconciliation.

• Strong Microsoft Office skills (Excel, Outlook, Word) and the confidence to pick up ERP, CMMS, or procurement systems.

• Excellent organization, time management, and multitasking — with a sharp eye for detail.

• Comfort and accuracy working with numbers, records, and reporting.

• Clear, friendly written and verbal communication.

• The ability to work independently and prioritize in a fast-paced, multi-location environment.

PREFERRED (NOT REQUIRED)

• Experience with inventory management and CMMS / work-order software.

• Familiarity with construction and facilities terminology, trades, and vendor coordination.

• A post-secondary certificate or diploma in business or office administration, or a related field.

OUR PERKS

• Competitive compensation

• Group benefits — dental, extended health & travel

• Complimentary membership for you and one other

• Discounted personal training for you

• A dynamic and inclusive workplace

• A chance to make a real impact across a growing organization

• Supportive leadership and a great team environment

OUR VALUES

• Passionate — We put our all into everything we do and empower each other to be our best selves every day.

• Inclusive — We welcome everyone to be part of our world and pride ourselves in being a community for all.

• Fun — We laugh, smile, and enthusiastically have a good time, all the time.

• Community — We work, sweat, and give back together, creating connected communities inside and out.