Facilities Administrator, 12 Month Contract
Are you a detail-oriented facilities professional with a knack for organization, communication, and systems management? We are seeking a proactive and reliable Facilities Administrator to join our dynamic team. In this multifaceted role, you will play a key part in ensuring the smooth day-to-day operations of our facilities across Canada by managing administrative tasks in our CMMS (Fiix), coordinating with service providers, overseeing access control, and supporting soft facilities management (FM) activities.
You’ll work closely with the Senior Facilities Manager and cross-functional teams, including IT and Accounting, to support office space planning, vendor management, procurement, and safety initiatives. If you're passionate about creating a safe, efficient, and well-organized workplace—and thrive in a fast-paced environment where no two days are the same—we’d love to hear from you.
Responsibilities
- Maintain user list and all administrative tasks in CMMS – Fiix, as required provide users guidance, maintain & update training modules
- As required, follow up with external service providers to ensure necessary documentation is provided after each service and upload cost reports into CMMS
- Lead and manage the access control system assignment on CMMS. Work with contractors & IT as assigned to provide building access control request, ensure all access control documents are updated.
- Manage the department information sharepoint page and ensure it is updated as there any changes to the documents or process or staff information, etc.
- Handle the soft FM activities and work closely with the custodian /handyman to support client needs and update and action job assignments on CMMS to ensure the status are updated.
- Work closely with senior facilities manager during handling any soft FM activities.
- Create purchase requisitions, purchase orders for the facilities department as requested
- Coordinate with the accounting team to ensure invoices are processed and paid on time, resolve a late payment issue as needed
- Generate and maintain operating cost reports into Excel, Coordinate with Senior Facilities Manager for price difference on invoices and make a quick resolution
- Lead on Fluxopus (Office Seating arrangement, Parking space planning) & Collaborate with IT as necessar
- Assists senior facility manager with day-to-day operation of the property in accordance with policies/procedures, management agreements, and client needs
- Work closely with senior facility manager during life safety FM activities
- Prepare requested communication memos about facility maintenance (internally or externally)
- Ensure an updated and current vendors list, for each facility across Canada
- Work with facilities team to maintain a tidy, safe and functional working environment
- Other duties as assigned
Competencies
- At least 3-5 years of experience of administration work in facilities is required.
- Advanced knowledge of Microsoft Word, Excel, Outlook and PowerPoint.
- Ability to create reports for analysis in Microsoft Excel.
- Previous experience with Baan, Doxis.
- CMMS system experience is an asset. Fiix or similar.
- Strong communication and relationship building skills.
- Power BI reporting experience is an asset.
- A self-starter who can work independently.
- Experience working with large organization desirable.
- Ensure duties are performed in professional and timely manner.
Our Offer
- Competitive wages
- Extensive benefits with employer paid premiums starting day 1
- Hybrid or remote work opportunities for select roles*
- Paid vacation starting at 3 weeks, prorated based on start date
- Potential opportunities for permanent employment*
- And much more!
Liebherr Canada Ltd. is committed to provide a diverse, inclusive, safe and dignified work environment for all employees, regardless of gender, race, ethnicity, sexual orientation, disability, religion, or any other aspect of their identity.
Have we awoken your interest? Then we look forward to receiving your online application. If you have any questions, please contact Natalie Ely.
One Passion. Many Opportunities.
The company
The Liebherr Group has represented leading-edge technical products and services for more than 70 years and has proudly serviced Canadian customers directly since 1973. Liebherr-Canada Ltd. has 11 branch locations across Canada providing sales, service and product support for equipment in the construction, mining, material handling, crane, aerospace and transportation industries.
Location
Liebherr-Canada Ltd.
1015 Sutton Drive
L7L 5Z8 Burlington, ON
Canada (CA)
Contact
Natalie Ely
natalie.ely@liebherr.com
