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.

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 escalate 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 workplace.

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 agile 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.

📌 Administrative Assistant, Construction & Facilities (Surrey)
🏢 Fitness World
📍 Surrey