Facilities Work Coordinator

The Role

Works as part of the facilities maintenance and operations team to support the delivery of maintenance work and projects for region-owned buildings/properties (including social housing units), ensuring work meets quality standards and service timelines. Monitors and coordinates on-site service contract work. Plans and coordinates building renewal/renovation projects. 
 

Duties/Responsibilities

• Supports facilities maintenance service contract administration (e.g., janitorial, snow plowing, life/safety electrical). Resolves issues with contractors, tenants, and escalates to supervisor as required. Documents contractor performance and provides input related to terms/conditions of existing/prospective maintenance contracts.
• Monitors and documents compliance with service agreements, including legislation, policies, and procedures related to the maintenance of units, buildings, and grounds, and entry/notice procedures under tenant protection legislation. 
• Works in collaboration with facilities maintenance technicians to support general maintenance service delivery for Regional buildings/properties, including social housing units. Provides project management support for housing unit renovations as part of move in/out process by tracking, documenting, and monitoring work requirements, timelines, and project status. Arranges for parking enforcement services at Regional lots. 
• Assesses building and grounds conditions and initiates maintenance repairs, upgrades, or improvements, within limits. Obtains price quotes/estimates, creates scope of work, and arranges for contractor. Identifies need for immediate/emergency contracted services and arranges for same. 
• Meets with clients, tenants, program groups, and management to review complaints regarding unsatisfactory/incomplete maintenance work. Compiles information and takes steps to resolve, including re-issuing work orders, consulting with supervisor, and working with contractors and maintenance staff. 
• Plans, coordinates, and administers minor building renewal/renovation projects for buildings and properties, as assigned and within scope of operations. Projects focus on multi-housing sites (e.g., shingle replacements, painting hallways/common spaces). Develops project specifications, obtains price quotes and contractor. Works with external groups such as Bell/Rogers and insurance adjusters. Conducts site visits to validate scope and prepare work plan and schedule. Consults with facilities maintenance technicians for building and technical expertise and feedback.
• Tracks, documents, and monitors work order schedules, budget, and overall project requirements/ work from start to finish. Develops plans, approves construction drawings, and signs off on safety plans. Anticipates and resolves issues. Makes changes to initial scope, such as including extra work, for cost effectiveness. Reviews invoices and accepts completed work. Maintains project documentation/records.
• Arranges logistics for contractors/consultants (e.g., access to buildings, building contacts, special requirements). Accompanies contractors/consultants as required into housing units. Maintains a master key system for contractors to sign out/return.
• Works with work scheduler and management to coordinate work activities and scheduling of maintenance staff, contractors, and students. 
• Completes property incident reports for insurance risk management and Legal, for management approval. 
• Reports status of projects, including expected completion dates, issues, and changes to supervisor.
• Monitors inventory of building cleaning supplies, equipment, maintenance and grounds materials, and conducts annual audits. Has a P-card to purchase supplies. 
• Provides logistical information regarding building and site specifications and dimensions for procurement processes, including capital works projects. 
• Assists management to assess business practices and trends related to contracted services and recommends service improvements/efficiencies. 
• Notifies the building emergency response team on updates to emergency work plans.
• Performs related duties as assigned

Knowledge, Skills, and Abilities

• Knowledge of current building maintenance practices, building/property management procedures, and project management practices and methodology.
• Knowledge and skill acquired through a 3-year college diploma in an architectural/construction-related program, plus 3 years of demonstrated related field experience in a facility management setting, or, a 2-year diploma in a facility management/construction-related program, plus 5 years of demonstrated experience in maintenance and construction/project management.
• Knowledge of and ability to follow policies, procedures (including purchasing and financial procedures), related by-laws and legislation (e.g., fire, building code, health and safety, labour relations, tenancy law, private landowners, privacy, public health). 
• Organizational and problem solving skills to coordinate and prioritize work to meet immediate/ emergency needs; multi-task; and meet deadlines and service requirements.
• Project management skills (planning, developing, and implementing project scope, specifications, and timelines).
• Communication, human relations, and de-escalation skills to respond to questions/concerns and resolve issues/complaints regarding tenants/clients and contractors; recognize and defuse contentious situations; work with other staff to coordinate work scheduling and administer contracts; and participate as an effective team member. 
• Computer skills with ability to use software such as Microsoft Office, work order systems, and a financial system.
• Valid class G driver’s licence (or G2 with 3 years of driving experience) and satisfactory driving record are required to operate Regional vehicles.
• Ability to write/maintain records on service contracts and work orders. Ability to write project correspondence, reports for management; specifications and scope of work for consultants and contractors, and staff where applicable; and deficiency lists, notices to vacate, tenancy act forms, and legal notices.
• Ability to read industry manuals, bulletins, letters, and updates related to practices and policies. 
• Ability to support and demonstrate the Region’s values.