Facilities Administrator

Aplin; Winnipeg; On-site; CAD 55,000 - 60,000; Full time

Job summary

Aplin is seeking a Facilities Administrator to support day-to-day delivery of facilities, workplace, and administrative services in a downtown Winnipeg corporate office. This is an immediate opportunity starting as soon as possible.

You will provide a professional experience for employees, manage sign-in, coordinate travel, process expenses, assist with invoices, and support office operations with vendors to ensure smooth operations. Monday–Friday, 8 am to 5 pm.

Qualifications

• 3–5 years of administration experience in office services or related roles.
• Experience supporting facilities and workplace operations in a corporate office.
• Strong customer service, communication, organizational, and time-management skills.
• Experience coordinating vendors and service providers; inventory management is a plus.
• Proficiency with Microsoft 365 applications and ability to work independently.

Responsibilities

• Provide a professional and welcoming experience to employees, visitors, guests, vendors, and contractors.
• Manage visitor sign-in procedures and visitor badges.
• Answer and direct incoming calls and respond to inquiries.
• Provide general administrative and clerical support to employees and leadership.
• Coordinate travel arrangements and process monthly expense reports.
• Assist with invoice processing, records management, filing, and documentation.
• Coordinate backup reception coverage for lunches, vacations, and absences.
• Support internal office communications, health and safety initiatives, and special projects.
• Support day-to-day delivery of office and facilities services and respond to workplace service requests.
• Coordinate with vendors, building management, cleaning, security, and other service providers.
• Ensure functionality and presentation standards for the office.
• Coordinate meeting room bookings and ensure rooms are ready for meetings and events.
• Check meeting room equipment and escalate issues as required.
• Coordinate catering and logistics for meetings and workplace activities.
• Monitor and maintain office supplies and place orders as required.
• Maintain coffee service areas and common areas to remain clean and stocked.
• Identify and escalate facility, maintenance, safety, or workplace concerns to management.

Skills

Customer service

Communication

Organizational skills

Time management

Education

Post-secondary education in Business Administration

Office Administration

Facilities Management

Tools

Microsoft 365

Outlook

Word

Excel

PowerPoint

Teams

Job description

Tammy Boyko and Carlan Wilbon with Aplin are seeking a Facilities Administrator to support the day-to-day delivery of facilities, workplace, and administrative services within a corporate office environment located in downtown Winnipeg. This is an immediate opportunity starting as soon as possible.

Compensation & Benefits

• $55,000 - $60,000k annual salary range depending on experience.
• Office hours are Monday to Friday, 8 am to 5 pm

Responsibilities

• Provide a professional and welcoming experience to employees, visitors, guests, vendors, and contractors
• Manage visitor sign-in procedures and visitor badges
• Answer and direct incoming calls and respond to employee and visitor inquiries
• Provide general administrative and clerical support to employees and leadership
• Coordinate travel arrangements and process monthly expense reports
• Assist with invoice processing, records management, filing, and documentation
• Coordinate backup reception coverage for lunches, vacations, and absences
• Support internal office communications, health and safety initiatives, and special projects as required
• Support the day-to-day delivery of office and facilities services and respond to workplace service requests
• Coordinate with vendors, contractors, building management, cleaning services, security, and other service providers to ensure office operations run smoothly
• Ensure functionality and presentation standards are maintained for the office
• Coordinate meeting room bookings and ensure rooms are fully operational, properly equipped, and ready for meetings and events
• Check meeting room equipment and **escalate** maintenance or technical issues as required
• Coordinate catering and logistics for meetings, events, and workplace activities
• Monitor and maintain office supplies and workplace supply inventories and place orders as required
• Maintain coffee service areas and common areas to ensure they remain clean, stocked, and functional
• Identify and promptly **escalate** facility, maintenance, safety, or workplace concerns to management

Qualifications

• 3–5 years of administration experience in office services, facilities coordination, workplace operations, reception, hospitality, or administrative support
• Post-secondary education in Business Administration, Office Administration, Facilities Management, Hospitality, or a related field is an asset
• Experience supporting facilities and workplace operations within a corporate office environment
• Strong customer service, communication, organizational, and time-management skills
• Experience coordinating vendors, contractors, and service providers
• Experience managing inventories and ordering workplace supplies
• Strong attention to detail and ability to manage multiple priorities
• Proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams
• Ability to work independently, take initiative, and exercise sound judgment
• Experience with expenses, invoices, and administrative documentation is an asset

At Aplin — together with our brands CompuStaff, Impact Recruitment, and Vantix Systems — we connect great people with great organizations across North America. We believe diverse teams build stronger companies, and we welcome applicants from all backgrounds, experiences, and perspectives. We use AI tools to assist in a fair and efficient matching process, helping our recruiters connect the right people with the right opportunities. To be considered, applicants must be legally entitled to work in Canada, including holding any required permits. Our recruitment services are always free for job seekers.Accommodation is available upon request throughout all stages of the recruitment process.