Facilities Services Coordinator

POSITION PURPOSE

This position is responsible for the daily operations and audit of contracted Facilities Services providers to ensure service level requirements are met, participating in and providing administrative and technical support for projects, preparing summary and cost analysis reports and drafting documents on contracted services issues. Prepares and coordinates information and documents for the purpose of purchasing goods and services under the guidance of the Supervisor.

MAJOR RESPONSIBILITIES

• Collaborates/works with stakeholders and follows the corporate strategic leadership, planning and direction related to this function. (this statement is to be used for positions with governance functions.
• Receives and completes the Facilities Services requests from stakeholders; assesses the requirements of the requests and coordinates with the supplier or contractor to engage and coordinate their services/visits.
• Acts as main point of contact in the receipt, development and completion of services requirements and associated work orders and acts as a liaison between the client and the service provider.
• Prepares and executes work orders based on information provided by contractors and by getting all relevant information.
• Conducts field investigation to monitor the quality and delivery of services; prepares comprehensive documentation based on the service contract, the information provided by the service providers and the client.
• Investigates, prepares and provides reports on issues relating to complaints.
• Assists with projects; monitors and prepares relevant reports; compiles information and data, organizes materials, schedules meetings, takes minutes and provides technical expertise.
• Participates in the development and revision of procedures, best practices, standards, service requirements and contract scope of work based on relevant.
• Coordinates the daily operations of the contracted Facilities Services, ensuring service levels are maintained.
• Participates on relevant capital project workgroups and provides advice on contracted services, technical expertise in development of building design and technical drawings, commissions and decommissions services and assists in identifying project deficiencies.
• Performs other duties as assigned, in accordance with Branch and Department objectives.

QUALIFICATIONS

• Successful completion of a Post-Secondary School Certificate or Diploma (1 year or more) in Business Administration or related field or approved equivalent combination of education and experience.
• Successful completion of the professional certification programs of the National Institute of Governmental Purchasing Inc. (NIGP) or Purchasing Management Association of Canada (PMAC) or Ontario Public Buyers Association (OPBA) Principals of Procurement or demonstrated experience and knowledge equivalent to the skills acquired through the completion of the program.
• Minimum two (2) years’ experience in the reviewing site plans and building drawings for a variety of buildings for the purpose of coordinating contracted Facilities Services, coordination of contracted Facilities Services for large commercial/residential facilities, including experience preparing reports, developing excel spreadsheets, processing invoices and providing administrative support in a project based environment.
• Proficiency in fundamentals of AutoCAD.
• Advanced skills in virtual platforms and MS Office Suite including the use of virtual platforms for conducting meetings and/or presentations, and relevant computerized operational systems.
• Ability to read and interpret floor plans and landscaping drawings.
• Valid Ontario Class “G” Driver’s license and a reliable vehicle for use on corporate business.
• Knowledge of project management and contract management.
• Knowledge of facilities related contracted services and quality assurance practices along with knowledge of building maintenance administration in a variety of building types.
• Knowledge of related Legislation, Regulations and Standards pertaining to the provision of contracted facilities related services.