Facilities Administrator

Auxly; Staples; On-site; CAD 45,000 - 65,000; Full time

Job summary

Auxly is seeking a Maintenance Administrator to support maintenance and facilities operations in Ontario, Canada. The role involves handling work orders, CMMS entries, asset data, and KPI tracking to ensure efficient upkeep of equipment and facilities.

You will coordinate tool inventory, assist with scheduling of contractors, and help with cost tracking and reporting, while providing visitor and vendor support as needed.

Qualifications

• 2–3 years of experience in maintenance administration and facilities support.
• General understanding of tools, equipment, and maintenance workflows.
• Strong computer skills and ability to learn new systems; CMMS experience is an asset.
• Strong organizational and multitasking abilities with high attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong communication skills and ability to work cross-functionally.

Responsibilities

• Field incoming maintenance requests and assign work orders to technicians based on priority and skillset.
• Create, update, and close work orders in the CMMS (Fiix) with accurate documentation.
• Maintain asset data, preventative maintenance schedules, and equipment histories.
• Support KPI tracking (e.g., PM completion rates, response times, downtime tracking).
• Monitor and maintain tool crib inventory including tools, replacement parts, PPE, maintenance supplies, and facility consumables.
• Issue tools and supplies to technicians, ensuring proper sign-out and return processes.
• Track repairs, calibrations, and replacement schedules for tools and equipment.
• Research products, obtain quotes, and submit RFQs and PORs for approval.
• Maintain accurate stock levels, reconcile usage, and support vendor relationships.
• Support scheduling for contractors, vendors, and internal maintenance projects.
• Conduct or support monthly facility inspections and track follow-up actions.
• Assist with cost tracking, invoicing review, and departmental reporting.
• Greet and escort visitors, service vendors, and contractors as needed.
• Participate in continuous improvement of maintenance and facilities processes.
• Support Health & Safety compliance by monitoring equipment inspection records.
• Other duties as assigned.

Skills

Maintenance administration

Facilities support

CMMS experience

Organizational skills

Attention to detail

Multitasking

Communication skills

Cross-functional collaboration

Tools

Fiix CMMS

Job description

Auxly is an international cannabis company dedicated to bringing innovative, effective, and high-quality cannabis products to the medical, wellness and adult-use markets. Auxly's experienced team of industry first-movers and enterprising visionaries have secured a diversified supply of raw cannabis, strong clinical, scientific, and operating capabilities and leading research and development infrastructure in order to create trusted products and brands in an expanding global market.

In addition to performing the duties and responsibilities customarily expected of someone of your position, you shall also have the following specific duties and responsibilities:

Responsibilities

• Field incoming maintenance requests and assign work orders to technicians based on priority and skillset.
• Create, update, and close work orders in the CMMS (Fiix) with accurate documentation.
• Maintain asset data, preventative maintenance schedules, and equipment histories.
• Support KPI tracking (e.g., PM completion rates, response times, downtime tracking).
• Monitor and maintain tool crib inventory including tools, replacement parts, PPE, maintenance supplies, and facility consumables.
• Issue tools and supplies to technicians, ensuring proper sign-out and return processes.
• Track repairs, calibrations, and replacement schedules for tools and equipment.
• Research products, obtain quotes, and submit RFQs and PORs for approval.
• Maintain accurate stock levels, reconcile usage, and support vendor relationships.
• Support scheduling for contractors, vendors, and internal maintenance projects.
• Conduct or support monthly facility inspections and track follow-up actions.
• Assist with cost tracking, invoicing review, and departmental reporting.
• Greet and escort visitors, service vendors, and contractors as needed.

Other

• Participate in continuous improvement of maintenance and facilities processes.
• Support Health & Safety compliance by monitoring equipment inspection records.
• Other duties as assigned.

What We’re Looking For

• 2–3 years of experience in maintenance administration, facilities support.
• General understanding of tools, equipment, and maintenance workflows.
• Strong computer skills with the ability to learn new systems; prior CMMS experience is an asset.
• Strong organizational and multitasking abilities with high attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong communication skills and ability to work cross-functionally.

Auxly is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We thank all applicants for their interest, however, only those selected for an interview will be contacted.