Administrative Assistant, Construction & Facilities

Fitness World Canada; Surrey; On-site; CAD 33,000 - 39,000; Full time

Benefits offered by this job

Competitive compensation

Group benefits — dental, extended健康 &旅

Job summary

Fitness World Canada in Surrey, BC is seeking an organized administrator to manage purchasing, inventory, and scheduling for 18 gym locations. You will coordinate vendors, track orders, and support maintenance programs across the province.

You will report to the VP of Construction &Facilities and contribute to efficient procurement, asset tracking, and service history documentation. This role blends clerical rigor with field support in a multi-location fitness network.

Qualifications

• 2–3+ years of administrative experience in construction, facilities, or related field.
• Experience with purchasing / PO processes and invoice reconciliation.
• Strong Microsoft Office skills and ability to learn ERP/CMMS systems.

Responsibilities

• Process orders and create, issue, and track POs for materials, equipment, and services.
• Gather vendor quotes, set up vendors, and keep records up to date.
• Match POs to packing slips and invoices; code invoices for accounts payable.
• Schedule technicians, coordinate site access, and support field teams.

Skills

Administrative experience

Purchasing / PO processes

MS Office (Excel/Outlook/Word)

Education

Post-secondary certificate/diploma in business or office administration

Tools

ERP systems

CMMS / work‑order software

Procurement systems

Job description

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.

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 elevate 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.

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