Sr. Administrative Assistant

Arrow Workforce Solutions; Woodstock; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading company is seeking a Facility Coordinator to support the operations of a hospital facility. This role involves coordinating maintenance activities, handling service requests, and ensuring compliance with safety standards. The successful candidate will have experience in facilities coordination and possess strong organizational skills, with an emphasis on attention to detail and communication abilities.

Qualifications

• 2-4 years of experience in facilities coordination or related role.
• Strong understanding of building systems like HVAC, electrical, and plumbing.
• Knowledge of safety and compliance standards in healthcare.

Responsibilities

• Coordinate facility service requests and maintain accurate records.
• Assist with contractor activities and support safety inspections.
• Monitor inventory and ensure prompt follow-up on urgent maintenance issues.

Skills

Organizational Skills

Multitasking

Attention to Detail

Communication

Education

2-4 years in facilities coordination

Tools

Microsoft Office

Computerized Maintenance Management Systems (CMMS)

Job description

Title: Facility Coordinator

Tenure: Full Time, Contract

Shift: 8:00 AM – 4:30 PM

Days: Monday to Friday

Location: Woodstock, ON

Job Summary:

The Facility Coordinator supports the daily operations and maintenance activities of a hospital facility. This role coordinates service requests, monitors work order completion, assists with compliance and safety documentation, and serves as the first point of contact for facility-related inquiries. The Facility Coordinator works closely with the Facility Manager, technicians, and vendors to help ensure a safe, clean, and well-functioning environment for patients, staff, and visitors.

Key Responsibilities:

• Receive, track, and coordinate facility service requests, ensuring timely resolution and clear communication with hospital departments.
• Maintain accurate records of work orders, preventive maintenance schedules, and compliance documentation.
• Assist with scheduling and overseeing contractor and vendor activities on site.
• Support inspections, audits, and reporting to comply with hospital policies, safety standards, and regulatory requirements (e.g., Joint Commission, OSHA).
• Monitor inventory of supplies, tools, and materials, and coordinate procurement when needed.
• Ensure prompt follow-up on urgent maintenance or safety issues to minimize disruption to hospital operations.
• Prepare regular status updates and reports for the Facility Manager and hospital leadership.
• Support environmental services, waste management, and other facility-related functions as required.
• Participate in emergency preparedness and response efforts, including coordinating facility-related actions during incidents.
• Register visitors and issue badges.
• Update visitor tracking systems.
• Maintain and update spreadsheets.
• Coordinate with the finance team for issue resolution.
• Reset badges as needed.
• Handle paperwork and update the PO system.
• Scan and print documents.
• Use Microsoft Teams, email, SharePoint, and building automation systems.
• Demonstrate strong attention to detail in all aspects of the role.

Qualifications & Experience:

• 2–4 years of experience in facilities coordination, maintenance administration, or related roles (healthcare experience preferred).
• Familiarity with building systems (HVAC, electrical, plumbing) and general facility operations.
• Strong organizational and multitasking skills, with the ability to prioritize in a fast-paced environment.
• Proficiency in Microsoft Office and experience working with Computerized Maintenance Management Systems (CMMS).
• Excellent written and verbal communication skills.
• Knowledge of safety and regulatory compliance standards applicable to healthcare facilities is an asset.