Administrative Assistant - Property Management, Part Time

Mission Community Services Society is dedicated to helping people, changing lives, and building community. With a legacy dating back to 1972, MCSS has continuously strived to support community members in need.

The Administrative Assistant provides comprehensive administrative and operational support to the Property Manager and maintenance team, ensuring the efficient coordination of financial processes, vendor services, and compliance activities. This role is responsible for invoice processing, budget tracking, procurement support, and maintaining accurate financial documentation.

• Process invoices by accurately matching them to work orders, contracts, and purchase orders.
• Track purchase orders and maintain organized financial records.
• Monitor budget expenditures and maintain supporting documentation.
• Support monthly reporting for the Property Manager.

• Coordinate and schedule service appointments with trades (HVAC, plumbing, electrical, etc.).
• Act as primary administrative contact for vendors and contractors.
• Assist with project documentation, quotes, proposals, and capital planning support.

• Schedule vendor visits, inspections, and maintenance services.
• Maintain up-to-date vendor lists and service agreements.
• Ensure contractors provide required documentation, including insurance, permits, and safety certifications.

• Maintain and update maintenance tracking systems and spreadsheets.
• Generate monthly reports on maintenance activities, costs, and progress for manager review.
• Support data tracking for preventive maintenance programs and asset performance.

• Maintain accurate records of inspections, safety tests, and regulatory filings.
• Ensure compliance documentation is current (fire safety, building codes, environmental standards).
• Prepare documentation files for audits, accreditation, or regulatory reviews.

• Serve as a first point of contact for facilities-related inquiries when the Manager is unavailable.
• Communicate maintenance schedules, service interruptions, and project updates to staff.
• Support internal communication during emergencies or urgent repairs.

• Monitor and update inventory levels for supplies, tools, and equipment.
• Track lifecycle data for major assets (e.g., HVAC systems, roofing, boilers).
• Assist with procurement and supply ordering requests.

• Assist with administrative tasks related to program expansion.
• Track participant hours and attendance.
• Coordinate training schedules and documentation.

• Diploma or certificate in Office Administration, Business Administration, or a related field preferred.
• 2+ years of administrative experience, preferably in facilities, property management, or operations.
• Proficient in the use and application of Microsoft Office Word, Excel and Outlook.
• Experience using computerized maintenance management systems such as Maintain X is an asset.
• Strong organizational and time-management skills.
• High attention to detail and accuracy in recordkeeping.
• Strong interpersonal and communication skills.
• Basic understanding of facilities operations and compliance requirements is considered an asset.

Wage:
Grid 10 ($25.95 - $29.76)

Schedule:

Part Time, Monday/Wednesday/Friday (6 hours per day)