Residential Maintenance Administrator

Onni Properties; Vancouver; On-site; CAD 55,000 - 60,000; Full time

Benefits offered by this job

Competitive pay

Extended health care

Dental care

Vision care

Life insurance

Critical illness

Annual education allowance

Generous referral program

Team-building events

Local discounts

Gym access

Friends and Family rates

Job summary

Onni Properties is seeking a Residential Maintenance Administrator to support the Residential Maintenance & Special Projects Manager and the maintenance team. Responsibilities include processing POs and invoices, coordinating with trades, tracking deadlines, and maintaining records in Excel and Smartsheets.

The role involves coordinating with various stakeholders, managing calendars, and assisting with expense reporting and inventory tracking for maintenance items.

Qualifications

• Experience coordinating administrative tasks and project coordination.
• Strong written and verbal communication for internal and external stakeholders.
• Proactive, detail-oriented with strong follow-through.

Responsibilities

• Provide administrative and project coordination support to the Residential Maintenance & Special Projects Manager.
• Prepare and process purchase orders (POs) and invoices; maintain records in Excel/Smartsheets.
• Coordinate with trades and consultants; track deadlines and deliverables.
• Prepare documents and correspondence to trades and consultants; manage internal communications.

Skills

Organizational skills

Time management

Prioritization

Communication skills

Problem solving

Tools

MS Outlook

MS Word

MS Excel

Smartsheets

PowerPoint

Job description

Job Description

Keeping Onni's residential buildings running takes a lot of moving parts, and we need someone organized to keep them on track.

Onni Group is looking for a Residential Maintenance Administrato r who will support our Residential Maintenance and Special Projects Manager and the wider maintenance team. This role involves processing POs and invoices, coordinating with trades and consultants, tracking project deadlines, and keeping records up to date in Excel and Smartsheets.

Perks

• Competitive pay & a Comprehensive Benefits Package.


• Benefits include company-paid extended health care, dental care, vision care, life insurance, critical illness, and critical life insurance.


• Annual Education Allowance


• Generous Referral Program


• Fun & collaborative company culture with lots of team-building events


• Local discounts to restaurants, clothing stores, personal training, and more


• Free access to a fully equipped gym


• Friends and Family rates for hospitality brands

What you will do

• Provide administrative and project coordination support to the Residential Maintenance & Special Projects Manager - including meeting coordination, minutes, scheduling, correspondence, document preparation, contract signatures, change orders, invoice processing, and follow-up on project deliverables and deadlines.


• Prepare and process purchase orders (POs), approve invoices, and maintain accurate records through Excel and Smartsheets.


• For non-inventory or new items, assist in vendor sourcing and ensure the best available pricing is obtained.


• Prepare documents and general correspondence to trades and consultants.


• Assist with projects as required, including tracking outstanding items, coordinating with trades and consultants, and following up on project schedules, deliverables, and action items.


• Manage internal communications, telephone and email inquiries, and respond to direct inquiries as appropriate.


• Assist the Residential Maintenance Team & Special Projects Manager, Vice President and the Director with expense reports, including collecting receipts, reconciling expenses, and maintaining supporting documentation.


• Assist with department events, ordering, delivery coordination, and inventory tracking for residential maintenance items such as lights, doors, and appliances.


• Collaborate with the Accounting department to support invoice matching and PO closure.


• Perform miscellaneous errands and other duties as required.

What you bring

• Strong organizational, prioritization, and time management skills with the ability to manage multiple tasks and deadlines simultaneously.


• Proactive problem-solving skills with strong attention to detail and follow-through.


• Strong written and verbal communication skills, including professional and technical correspondence.


• Proficiency in MS Outlook, MS Word, MS Excel, Smartsheets, and PowerPoint.

Salary Range

$55,000 - $60,000 annually

About The Company

Onni

For over half a century, Onni has been building communities for people to live, work, and play. Our success reflects our commitment to our employees and partners, and our dedication to quality construction, innovation, sustainability, and customer satisfaction. Our expertise expands across North America, with offices in Vancouver, Toronto, Los Angeles, Seattle, Phoenix, and Chicago.

AI Use

This role may involve the use of artificial intelligence (AI) tools to support research, analysis, content development, design, reporting, or operational efficiency. Employees are expected to use AI responsibly and in compliance with company policies, data privacy requirements, confidentiality obligations, and applicable laws.

All AI-generated or AI-assisted outputs must be reviewed for accuracy, quality, and appropriateness before use. Employees are also expected to disclose when AI tools have been used in the creation of work and must not present AI-generated content as solely their own original work.