Maintenance Office Manager

Job Description

Working in a dynamic and fast-paced environment, Fairmont Chateau Lake Louise is seeking a highly organized and detail-oriented Engineering Office Manager to provide administrative, financial, and operational support to the Engineering Department. This role is responsible for procurement, budget administration, vendor coordination, contract management, invoice processing, CMMS support, and assisting the Director of Engineering with financial reporting and departmental administration.

Responsibilities

Reporting to the Director of Engineering, responsibilities include but are not limited to:

• Provide administrative support to the Engineering Department to ensure efficient daily operations.
• Obtain quotations from approved vendors for materials, equipment, and contracted services.
• Create and manage Purchase Orders (POs) in accordance with company purchasing policies and procedures.
• Coordinate with vendors and contractors regarding pricing, deliveries, scheduling, and service requirements.
• Process vendor invoices, verify supporting documentation, and submit invoices to the Finance Department for payment.
• Submit and reconcile fuel invoices and other utility-related expenses.
• Maintain accurate records of all engineering operating and capital expenditures.
• Maintain departmental budget tracking spreadsheets and assist with expense monitoring.
• Assist the Director of Engineering with monthly forecasting, month-end financial closing, budget preparation, and financial reporting.
• Review monthly expense reports and identify discrepancies for correction.
• Maintain and monitor Annual Maintenance Contracts (AMC), including renewal dates, service schedules, and contract documentation.
• Maintain engineering vendor files, warranties, equipment manuals, permits, and departmental records.
• Provide administrative support for the Transcendent Computerized Maintenance Management System (CMMS), including asset information, preventive maintenance schedules, reporting, and user support.
• Generate reports from Transcendent to support maintenance planning, compliance, and departmental KPIs.
• Coordinate contractor visits, service appointments, and preventive maintenance schedules.
• Prepare departmental correspondence, reports, presentations, meeting minutes, and other documentation as required.
• Maintain inventory records for engineering materials and office supplies.
• Assist with annual budget preparation, capital project tracking, and expenditure reporting.
• Ensure departmental documentation complies with company policies and audit requirements.
• Maintain confidentiality of financial and operational information.
• Perform other administrative duties as assigned by the Director of Engineering.

Qualifications

• Diploma or Degree in Business Administration, Accounting, Office Administration, Facilities Management, Engineering Administration, or a related field.
• Minimum 3–5 years of administrative or office management experience, preferably in hospitality, engineering, facilities management, or a similar environment.
• Experience with purchasing, procurement, invoice processing, and budget administration.
• Strong financial and analytical skills with experience in budget tracking and reporting.
• Advanced proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Experience with Computerized Maintenance Management Systems (CMMS); Transcendent experience is considered an asset.
• Experience working with procurement or ERP systems is preferred.
• Excellent organizational, planning, and time management skills.
• Strong verbal and written communication skills.
• High attention to detail with strong problem-solving abilities.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Experience working in a unionized environment is considered an asset.
• Hours of work may vary according to operational requirements.

Additional Information

Job Perks & Benefits:

• Subsidized staff accommodation provided on-site for full time status employees
• One complimentary meal per shift in our staff cafeteria (additional meals can be purchased for $8/meal)
• Comprehensive benefits package (Medical, Vision & Dental) including extended benefits like; Mental Health (up to $5,000/year), Orthodontics (up to $2,500/year), Fertility Drugs and Gender Affirmation (Lifetime maximum of $10,000) for full time permanent status employees
• Defined Contribution Pension Plan with employer matching up to 5% of annual earnings for full time permanent status employees
• Employee travel program with discounts on room rates as well as on food & beverage at Fairmont & Accor properties world-wide
• Access to the Mountain Explorer Travel Program - Discounted room rates including 50% off all food & beverage at Fairmont Resorts in Banff, Lake Louise, Jasper & Whistler (subject to availability)
• Opportunity to develop your talent and grow within Fairmont Chateau Lake Louise and over 5,000 properties with Accor

Visa Requirements: Applicants must be legally authorized to work in Canada. 

Apply Today: Whether you're just launching your career or looking for a new adventure, we invite you to visit www.lakelouisejobs.com to learn more about Fairmont Chateau Lake Louise and the extraordinary opportunities that exist within our resort!

We encourage you to let us know if you require any accommodations through the application or recruitment process, and we will work with you to meet your needs. Persons who anticipate needing accommodations for any part of the application or interview process may contact, in confidence: [email protected]

Our commitment to Diversity & Inclusion: We are an inclusive company and our ambition is to attract, recruit and promote diverse talent.

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