Maintenance Administrator

Job Title: Maintenance Administrator

Department: Facilities & Maintenance

Position Type: Permanent Full-Time

Hours: 40 hours per week

Application Deadline:  This position will remain open until a suitable candidate is found.

What we offer:

• Flexible work arrangements
• Employee discounts on food and retail items and free parking
• Free entrance to the Park, including to our many public special events
• Working in a beautiful park setting
• Generous paid time off, including Vacation days, Sick Time
• Comprehensive Benefits package includes Extended Health Care, Dental Benefits, Basic Life Insurance, Accidental Death and Dismemberment, Short-Term and Long-Term Disability, and Employee and Family Assistant Program (EFAP)

Who We Are:

Heritage Park is Canada's largest living history museum and offers visitors a chance to experience life in Western Canada from the 1860s to the early 1950s. The park features historical buildings, costumed interpreters, working antiques, and various exhibits that provide insight into the region's past. 

Job Overview:

The Maintenance Administrator provides administrative and coordination support to the Facilities & Maintenance Department. This role assists with daily maintenance system activities (Dynaway), supports preventative maintenance scheduling, coordinates documentation for audits and inspections, and helps facilitate communication among departments, contractors, and vendors. 

The position serves as a key administrative resource for maintenance requests and supports the department in maintaining organized, accurate, and regulatory-compliant records and processes. 

Responsibilities:

• Assist with Dynaway maintenance system tasks including creating Work Orders (WO) and Purchase Orders (PO), assigning WOs to teams, and updating their status, maintaining data accuracy. 
• Support invoice processing, purchase requests, and POs to assist vendor payments and departmental budgeting. 
• Serve as a main administrative contact for Heritage Park maintenance work requests, received via Dynaway and radio. 
• Prepare and compile reports on maintenance activities for supervisory review. 
  
  

• Assist with scheduling annual preventative maintenance work and organizing related safety training materials in partnership with the Health & Safety Department. 
• Coordinate maintenance activities between Facilities & Maintenance and other Heritage Park departments to minimize operational disruptions. 
• Support administrative logistics for capital projects by preparing documentation, tracking updates, and coordinating communications. 
• Provide administrative assistance for events on the Park, including inputting schedules in Catereze and tracking event-related maintenance tasks. 

Documentation and Compliance 

• Maintain electronic filing systems for regulatory, inspection, and maintenance documentation to support compliance with authorities having jurisdiction. 
• Prepare and distribute departmental meeting minutes for weekly and project-based meetings. 
• Assist with insurance claim documentation and tracking under the direction of the Director, Facilities & Maintenance. 
• Format and prepare departmental documents, templates, and manuals for review and publishing. 

• Maintain an up-to-date vendor contact list and assist in ensuring required documentation (insurance, certifications) is on file. 
• Coordinate with external contractors and internal stakeholders to support safe and efficient completion of maintenance work. 
• Communicate scheduling information, updates, and work notifications to departments to minimize operational impacts. 

Required Qualifications:  

• Completion of post-secondary training in Business Administration, Facility Management, or a related field. 
• Minimum 2 years of administrative experience in a facilities, maintenance, or construction environment. 
• Experience supporting maintenance scheduling in an institutional, heritage, or museum environment is an asset. 
• Familiarity with budgeting and cost coding processes is preferred. 
• Understanding of museum or heritage facility operations and preservation standards is an asset. 
• Experience using work order and purchase order systems; familiarity with Microsoft Dynamics or Dynaway is an asset. 
• Intermediate proficiency in Microsoft Office 365 (Word, Excel, Outlook, Teams). 
• Strong organizational skills with proven attention to detail and accuracy in documentation and data entry. 
• Excellent communication and interpersonal skills with the ability to work collaboratively across diverse teams. 
• Demonstrated initiative and ability to prioritize work under limited supervision. 
• Valid Alberta Driver’s License with a clean abstract. 
• All successful candidates will be required to complete a Police Information Check as a condition of employment. 

Special Clothing and Equipment: 

• Business casual attire suitable for an administrative office setting. 
• Appropriate safety equipment will be provided by Heritage Park if required; and 
• Footwear, as designated by the Heritage Park Costume Department, will be provided by the employee. 

Special Working Conditions: 

• The position will be exposed to weather extremes and will work both indoors and outdoors; and 
• This position is physically demanding, and the incumbent must have the ability to lift heavy items, stand for long periods of time and walk throughout the Park for extended periods 

Hours of Work: 

• The standard hours for this position are 40 hours per week;   
• The schedule will generally be five consecutive days per week (Monday to Friday); and 
• Occasional holiday, evening, and weekend work may be required 

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