Coordinator, Property & Asset Management

Detailed Overview

• Assists the Manager, Property and Asset Management with managing capital property and leased assets for Fraser Health, Vancouver Coastal Health Authority, Provincial Health Services Authority and Providence Health Care (collectively, the "Organizations");
• assists the Manager with coordinating and achieving real estate service goals and optimal operational maintenance of sites through site improvement projects, effective staff deployment and due diligence on contract performance;

communicates and relays contract information to the Organization's staff and management to collect information and communicate policies to key contacts such as external consultants, property management provider and vendors, the University of British Columbia, government and other internal user groups on project development, contractual and operational matters.

Responsibilities Works closely with Property & Asset Management team to implement, maintain and provide due diligence on leasing contracts post negotiation and execution of contracts;

works with internal clients and contract providers to ensure optimal use and function of leased sites and owned assets to meet client needs.

Coordinates property administration services to users including project management of site improvement projects, monitoring of contracts, maintaining records and acting as a liaison between internal users, site representatives and contractors.

Maintains and updates site manuals and communicates policies and procedures to users as needed; works with the Manager, Property and Asset Management to implement and comply with environmental management plans, the monitoring of performance of services and the dissemination of operational policies.

Monitors performance of contract support services such as janitorial, waste management, security services for leased sites and informs the Manager, Property and Asset Management of issues and concerns, as needed.

• Responsible for the leased asset database program; ensures proper maintenance of records and reporting to support operational decisions and mitigate legal risks;
• develops, produces and consolidates related reports and statistics for the Director or Manager. Collaborates with stakeholders to coordinate and implement project plans for tenant improvement projects;
• carries out project plan according to project methodologies to ensure successful completion and coordination of project components;
• works with stakeholders to facilitate consensus and ensures readiness for future project implementation. Tracks project progress according to plan, monitors and reports on the status of projects and major issues / obstacles encountered;

maintains ongoing support for initiatives from user groups and keeps stakeholders aware of project status; ensures effective communication channels are in place.

Advises the Manager of key project issues by conveying policies and priorities, coordinating work and ensuring issues are resolved or forwarded to the appropriate area or individual to ensure project and contract deliverables and timelines are met;

coordinates various groups with interest in the project and key contacts to ensure that the user requirements are addressed.

Acts as the liaison between project proponents and user team by managing and coordinating inquiries, gathering information and making recommendations for official responses;

works with user groups to change and resolve operational issues and concerns. Attends meetings involving Managers, Directors, Executive Directors and other Senior Management in the Organizations and reports back to the Director or designate as directed.

Qualifications Education and Experience Diploma in Business Administration or related discipline, supplemented with three to years' recent and related progressive experience in health care project planning and / design and management, or an equivalent combination of education, training and experience.

Competencies Demonstrates the leadership practices of the Fraser Health Leadership Framework of Clear, Caring and Courageous and creates the conditions for people to succeed.

Professional / Technical Capabilities : Ability to provide technical expertise, process management to support projects Ability to identify issues and analyzes alternatives to provide decision support Ability to provide needs analysis and support to internal users and consultants Ability to provide insight and analysis, influence decision-making and to lead interdisciplinary teams Ability to work effectively under time pressure, meet deadlines, balance work priorities and resolve problems in a timely manner Ability to work independently and manage components of large engagements Ability to develop and maintain rapport with internal and external stakeholders Ability to operate related equipment including relevant software applications Physical ability to perform the duties of the position