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.

Surrey, BC

Repairs & Maintenance

Full-time

Aug 06, 2026

Hourly: $24 - $28

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.

• 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.

• 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.

• 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 elevate when something needs attention.
• Keep equipment service histories, manuals, and documentation organized and easy to find.

• 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.

• 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.

• 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.

• 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.

• 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…