What you’d be doingMission Community Services Society is dedicated to helping people, changing lives, and building community. With a legacy dating back to 1972, MCSS has continuously strived to support community members in need.The Administrative Assistant provides comprehensive administrative and operational support to the Property Manager and maintenance team, ensuring the effective coordination of financial processes, vendor services, and compliance activities. This role is responsible for invoice processing, budget tracking, procurement support, and maintaining accurate financial documentation.Financial AdministrationProcess invoices by accurately matching them to work orders, contracts, and purchase ordersTrack purchase orders and maintain organized financial recordsMonitor budget expenditures and maintain supporting documentationSupport monthly reporting for the Property ManagerScheduling & LogisticsCoordinate and schedule service appointments with trades (HVAC, plumbing, electrical, etc.)Act as the primary administrative contact for vendors and contractorsAssist with project documentation, quotes, proposals, and capital planning supportVendor & Contractor CoordinationSchedule vendor visits, inspections, and maintenance servicesMaintain up-to-date vendor lists and service agreementsEnsure contractors provide required documentation, including insurance, permits, and safety certificationsReporting & Data ManagementMaintain and update maintenance tracking systems and spreadsheetsGenerate monthly reports on maintenance activities, costs,



and progress for manager reviewSupport data tracking for preventive maintenance programs and asset performanceRegulatory & Compliance DocumentationMaintain accurate records of inspections, safety tests, and regulatory filingsEnsure compliance documentation is current (fire safety, building codes, environmental standards)Prepare documentation files for audits, accreditation, or regulatory reviewsCommunication & Customer ServiceServe as a first point of contact for facilities-related inquiries when the Manager is unavailableCommunicate maintenance schedules, service interruptions, and project updates to staffSupport internal communication during emergencies or urgent repairsInventory & Asset TrackingMonitor and update inventory levels for supplies, tools, and equipmentTrack lifecycle data for major assets (e.G., HVAC systems, roofing, boilers)Assist with procurement and supply ordering requestsEmployment Readiness Program SupportAssist with administrative tasks related to program expansionTrack participant hours and attendanceCoordinate training schedules and documentationWhat you bringDiploma or certificate in Office Administration, Business Administration, or a related field preferred2+ years of administrative experience, preferably in facilities, property management, or operationsProficient in the use and application of Microsoft Office Word, Excel and OutlookExperience using computerized maintenance management systems such as Maintain X is an assetStrong organizational and time-management skillsHigh attention to detail and accuracy in recordkeepingStrong interpersonal and communication skillsBasic understanding of facilities operations and compliance requirements is considered an assetWage: Grid 10 ($25.95 - $29.76)Schedule: Part Time, Monday/Wednesday/Friday (6 hours per day)#J-18808-Ljbffr

📌 Administrative Assistant - Property Management, Part Time - $25.9 - $29.8 An Hour - Part Time (Mission)
🏢 Mission Community Services Society
📍 Mission