Facilities Coordinator

Job Summary

The Facilities Coordinator is responsible for the Office of the CIO (OCIO) & UBC IT-wide facilities management, and coordination of space planning and health & safety initiatives. The Incumbent makes independent decisions pertaining to all aspects of facilities and building services, and space management activities for multiple locations and varied work environments, supporting over 500 staff. The position is also responsible for office operations, maintenance and supplies management across multiple locations, including inventory and budget control, account and vendor management.

The incumbent acts as the department’s representative on various departmental and University-wide committees related to space management, health & safety, and facilities operations. The Facilities Coordinator is expected to have thorough knowledge of the University policies, procedures, guidelines, standards, protocols, workflows and systems, and have the ability to provide guidance to staff regarding facilities related matters. This role participates in the development and implementation of policies, procedures, guidelines and standards as it relates to facilities operations and health and safety. Work hours and work locations vary and often need to be adjusted to meet operational requirements.

Must be able to work varied, non-standard work hours, and, at multiple/varied locations.

Organizational Status
Reports to the Business Operations Manager, OCIO. To ensure seamless and continued operations of the OCIO-IT, this role collaborates closely with Senior Leadership Team, unit managers and staff, external vendors, and other UBC units including: Building Operations, Finance, Custodial Services, Facilities, Infrastructure Development, Project Services, Campus Security, Network and Connectivity and Safety & Risk Services.

Work Performed

Facilities Operations

• Provides independent oversight and supervision of services and operations for multiple OCIO- IT staff work locations.
• Provides regular reports and recommendations to the Business Operations Manager, including budget preparation, management and resolution, completion of work in a timely manner to specification.
• Responsible for determining appropriate costing, develops quotes, negotiating with Providers and provide updates to the Business Operations Manager.
• Collaborates with other Facilities Managers and Coordinators across UBC to create and implement cross-departmental policies, and procedures.
• Actively participates and provides professional recommendations in line with best practices, and in collaboration with other Facility Managers and Coordinators across all UBC campuses.
• Researches best practices, partners with other Facility Managers and Coordinators on the creation, implementation, communication and training, as it related to resources, and ensures this is communicated via the various appropriate channels.
• Responsible for ongoing communication, reviews and drafts responses to sophisticated correspondence in various communication medians. Provides departmental correspondence, presentations, and on ongoing progress reports.
• Reviews specifications, drawings and cost estimates in relation to facilities projects and in support of the capital budget. Conducts a preliminary analysis of the scope of work, and supporting documentation. Participates in developing project and operational budgets and controls expenditures within these limits. Checks to ensure that maintenance work is complete in accordance with requirements, specifications and cost estimates.
• Promotes excellent customer service by managing timelines; manages information using various online management systems, and provides information and timelines to departmental managers for special maintenance and projects. Recommends and/or implements corrective measures to address service or quality concerns with manufacturers and services providers.
• Identifies budget over/under expenditures and recommends corrective actions to avoid re-occurrence. Works with Finance to ensure the accurate processing and payment of related expenses.
• Manages negotiation of contracts with external Providers for non-UBC leased buildings.
• Creates and maintains partnerships and collaborates with Facilities and Building Managers in client buildings occupied by OCIO-IT staff.
• Responds to, and resolves inquiries/problems escalated by local units. Consults with Business Operations Manager on complex issues as needed.
• Manages all aspects of general and project-based building maintenance work such as repairs, renovations, carpentry, plumbing, electrical, housekeeping, etc. in an efficient, effective and timely manner. Takes ownership of facilities and building maintenance and follows through to completion.
• Responsible for all buildings occupied by UBC IT staff, as appropriate, in collaboration with Facilities and Building Managers for staff located in leased or Client locations, managing project status and reporting.
• Supervises and coordinates facility renewal/renovation projects and space upgrades, ensuring that work is on schedule and within budget, and work is performed in accordance with the applicable codes, standards and regulations as set by the University.
• Maintains space database inventory, and coordinates IT space changes and modifications, including budget, project and communications management. Liaises with Building Operations, internal partners and external vendors. Supervises projects to ensure work is completed in accordance with requirements, specifications, timelines and cost estimates.
• Conducts analysis regarding user equipment, products, materials, furnishings, and makes recommendations to departmental managers on feasibility, practicality, and purchasing.
• Manages furniture retention, replacement and/or disposal in accordance to university policy and procedures.
• Develops, analyzes and implements policies, procedures and protocols to ensure efficient workflow for operations within facilities and building services. Monitors work order performance metrics and communicates regularly with relevant functional leads to review and prioritize work.
• Identifies, documents and remedies patterns in recurring issues related to facilities and operational services. Assesses and develops approaches for standardized processes, workflow and issues resolution. Compiles reports relevant to operational facilities and analyzes the information, as required, for presentation to Business Operations Manager.
• Develops guidelines and standard operating procedures for efficient office and supplies management and related activities.
• Works in partnership with UBC Campus Security to ensure building security. Manages building access and inventory control through keys and access authorization; follows-up on security breaches.
• Prepares and distributes facilities-related information and communications to managers that may impact operations.
• Coordinates efforts related to sustainability. Identifies and recommends opportunities for Facilities and Building Services to improve all aspects of sustainable operation.
• Provides back-up coverage for other Facilities positions.
• Performs other related duties as required.

Health & Safety and Committees

• Acts as the department’s representative on various committees including Local Safety Teams and Joint Occupational Health and Safety Committee (JOHSC)
• Reviews reports in the Centralized Accident Incident Reporting System (CAIRS), and in collaboration with Safety & Risk Services (SRS), IT JOHSC Chairs and Administrator, participates in accident/incident investigations, ensures follow-up is completed, reported and documented, in accordance to university policies and procedures.
• In consultation with Business Operations Manager, IT JOHSC, Campus Security, and Safety & Risk Services, manages health & safety programs and initiatives.
• Participates in health & safety policies and procedures development and implementation to meet established guidelines.
• Acts as Ergonomic Representative for UBC IT; ensures furniture requirements meet ergonomic standards; liaises with Ergonomics Advisors and external resources for materials, guidelines, and training.
• Acts as Fire Safety Floor Warden for designated areas of responsibility.
• Acts as Building Emergency Director for main UBC buildings that contain large IT workforce populations, and, ensures compliance with Safety & Risk Services guidelines.
• Leads Workplace Inspections of all IT locations across UBC, prepares and presents inspection reports to the IT JOHSC, follows-up on initiatives and action items that result from inspections; maintains up-to-date records and reports.
• Participates in annual health & safety training courses.
  

Consequence of Error/Judgement
Works within defined guidelines and procedures, and is expected to exercise initiative and sound judgement when establishing priorities and carrying tasks through to completion. Must adapt procedures to meet new and evolving situations. Uses discretion in a wide variety of situations. Poor judgement and errors related to the work in this position could adversely affect time-sensitive workflows and have an adverse effect on OCIO-UBC IT. Errors in management of maintenance requests and related work may result in financial and operational repercussions, including negative impacts on resources and staff activities and morale, and, jeopardize key relationships established between IT and internal and external contacts. The incumbent requires knowledge of university policy, procedures and office routines, and applies knowledge of procedures and regulations to establish priorities. Works with conflicting demands and determines priorities. Must respect confidentiality of information handled.

Supervision Received
Reports to the Business Operations Manager; work is directed by broadly established goals and objectives developed in consultation with Business Operations Manager. The incumbent is expected to be able to take initiative, problem-solve, determine course of action and follow through independently, while referring to their manager for complex and major facilities-related matters. Work is performed in accordance with established procedures and policies which may involve frequently changing conditions and priorities.

Supervision Given
May supervise support staff and students. Supervises and oversees deliverables assigned to external contractors for project work.

Minimum Qualifications
Technical School Diploma in Housekeeping Management. Minimum of two years of related experience, or an equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Certificate in Project Management or Building Maintenance Program preferred.
• Knowledge and familiarity with UBC policies, procedures and practices is an asset.
• Experience with budgets, facilities/building management, space planning, office maintenance and administration is highly desirable.
• Experience supporting health and safety activities is an asset.
• Intermediate computer skills and proficiency with MS Office is required.
• Ability to learn and adapt to new software programs and systems with ease.
• Ability to maintain accuracy, attention to detail, and, accurately maintain records and filing systems.
• Ability to analyze and redesign work flow/business processes to make them more efficient and effective.
• Ability to efficiently and effectively coordinate and oversee projects to completion.
• Strong communication skills, including the ability to convey information effectively in English both verbally and in writing using appropriate tone to a diverse audience.
• Ability to work under pressure and adapt to changing priorities and schedules.
• Must have strong organizational and negotiation skills.
• Ability to take initiative and exercise tact, discretion and sound judgement in complex situations.
• Ability to anticipate and analyze problems, identify key information and issues, plan ahead, and effectively resolve.
• Ability to work effectively independently, and in a team environment, while using tact, courtesy and diplomacy when handling sensitive issues.
• Ability to be flexible, adaptable, creative and innovative.

Collaboration:

Actively solicits ideas and opinions from others to efficiently and effectively accomplish

specific objectives targeted at defined business outcomes. Openly encourages other team

members to voice their ideas and concerns. Shows respect for differences and diversity,

and disagrees without personalizing issues. Utilizes strengths of team members to achieve

optimal performance.

Communicating for Results:

Converses with, and writes to, peers in ways that support transactional and administrative

activities. Seeks and shares information and opinions. Explains the immediate context of the

situation, asks questions with follow-ups, and solicits advice prior to taking action.

Problem Solving :

Investigates defined issues with uncertain cause. Solicits input in gathering data that help

identify and differentiate the symptoms and root causes of defined problems. Suggests

alternative approaches that meet the needs of the organization, the situation, and those

involved. Resolves problems and escalates issues with suggestions for further investigation

and options for consideration as required.

Accountability :

Checks assumptions about mutual expectations and clarifies standards of overall

performance. Checks the scope of responsibilities of self and others. Monitors day-to-day

performance and takes corrective action when needed to ensure desired performance is

achieved.

Analytical Thinking:

Collates and reports information. Identifies trends and exceptions. Investigates to define

problems more accurately. Sorts information in order of importance. Identifies relationships

and linkages between components. Identifies variable potential causes and effects. Solicits

guidance to define criteria and assign values of importance and urgency. Escalates issues

of an exceptional nature.

Building Relationships:

Establishes and maintains relationships and alliances. Shares information and readily determines to whom to go for relevant information. Seeks assistance and feedback in the problem-solving process. Partners with others to achieve expectations.