Residential Maintenance Administrator

Job summary

The Residential Maintenance Administrator provides administrative and project coordination support to the maintenance team, including processing POs, invoices, and managing project documentation. They also assist with vendor sourcing, internal communications, and maintaining accurate records for residential maintenance items.

Job details

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 Administrator 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. How To Apply: Please apply through the link on the job posting and attach your resume and any other required documents. We thank all applicants for your interest in the Onni Group. Note that only those applicants under consideration will be contacted.

What you’ll do

The Residential Maintenance Administrator provides administrative and project coordination support to the maintenance team, including processing POs, invoices, and managing project documentation. They also assist with vendor sourcing, internal communications, and maintaining accurate records for residential maintenance items.

Requirements

The ideal candidate possesses strong organizational, prioritization, and time management skills with the ability to handle multiple tasks simultaneously. Proficiency in MS Office suite, specifically Excel, and Smartsheets is required, along with excellent written and verbal communication skills.

Benefits

• Extended health care
• Dental care
• Vision care
• Life insurance
• Critical illness insurance
• Annual education allowance
• Referral program
• Gym access
• Hospitality discounts

Listed skills

• Time management · Preferred
• Project Coordination · Preferred
• document preparation · Preferred
• Problem solving · Preferred
• Inventory tracking · Preferred
• Administrative Support · Preferred
• Microsoft Excel · Preferred
• record keeping · Preferred
• Communication · Preferred
• scheduling · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Project coordination
• Purchase orders
• Invoice processing
• Vendor sourcing
• Excel
• Smartsheets
• Time management
• Communication
• Record keeping
• Scheduling
• Document preparation
• Expense reporting
• Inventory tracking
• Problem-solving
• Invoice Matching
• Invoice Approval
• Project Schedules
• Operational Efficiency
• Change Orders
• Record Keeping
• Expense Reports
• Follow Through
• Data Privacy
• Dental Care
• Microsoft Word
• Microsoft Excel
• Research
• Accounting
• Customer Service
• Confidentiality
• Content Development
• Discounts And Allowances
• Document Preparations
• Optometry
• Innovation
• Internal Communications
• Invoicing
• Problem Solving
• Microsoft Outlook
• Microsoft PowerPoint
• Project Coordination
• Time Management
• Team Building
• Verbal Communication Skills
• Coordinating
• Prioritization
• Detail Oriented

Job areas

• Administrative
• Construction
• Management & Leadership
• Maintenance Administrator
• Contracts Administrator
• Buyers
• Purchasing Agents, Except Wholesale, Retail, and Farm Products
• Buyers and Purchasing Agents

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