Facilities Coordinator

We are currently seeking a Facilities Coordinator to join our team.

The Facilities Coordinator supports the Facilities department and is responsible for coordinating, organizing, and documenting facilities services activities and initiatives, including branch and regional office maintenance and non-capital projects. Reporting to the Facilities, Operations Manager and working closely with branch leadership, member support, and Facilities Technicians to assign workorders and balance workloads, as well as coordinate repairs, maintenance schedules, alterations, inspections, and facilities related third-party contractors. This role is responsible for implementing a variety of programs and building services including WorkSafe BC and BC Building Code compliance, property maintenance, physical security, equipment installations, fleet vehicle co-ordination, and other related services.

Here’s what would be included as a part of your typical day

• Communication:Acts as day-to-day point of contact for branch and regional office teams for all Facilities related issues. Arranges responses to all service calls and work order requests for the region to ensure timely resolution of requests. Maintains close coordination and open communication with other departments/functions to ensure resolution of problems, issues, and challenges. Builds good working relationships within all departments to understand needs and expectations.
• Repair and Maintenance: Arranges for regular maintenance and operations of building systems and equipment including mechanical, electrical, and plumbing. With the support of the Operations Manager, troubleshoots maintenance issues, obtains quotes, and arranges for service. Provides work progress updates and follow up. Coordinates the maintenance of company-wide vehicle fleet and parking space allocation. Checks rooms and furniture to identify needs for repairs or renovations and coordinates office moves. Coordinate, and/or perform monthly or periodic inspections of properties and buildings.
• Security and Incidents: Responsible for the physical security of all facilities in the region including alarms, cameras, guards, card access system, keys, locks, and other related equipment. Ensures fire code compliance through inspection and maintenance of fire safety systems. Coordinates security contractors, locksmiths, and assists with Health and Safety initiatives to ensure compliance. Coordinates incident response and communication, key management, and documentation.
• Contract Management: Manages and monitors the performance of third-party contractors including landscaping, waste, janitorial, and other service providers. Implements and follows procurement and privacy policies. Coordinates use of outside services and contractors, as required.
• Administration Record Keeping: Maintains records of inspections and maintenance. Maintains and implements the company’s document management system for facilities-related documents, such as work procedures and guidelines. Orders and restocks supplies for administration offices’ kitchens and washrooms. Coordinates facility permits and environmental regulations.

Required Skills, Experience & Qualifications

• Minimum of 2 years of post secondary business-related courses or an equivalent combination of education and experience required
• 3-5 years of experience in a financial institution or facilities-related field
• Knowledge of project management and contractor management required
• Ability to work independently
• Demonstrated ability to plan, organize, establish priorities, and meet deadlines
• Projects a professional image, positive attitude, and team approach when dealing with others
• Takes responsibility for self-development and continuous learning to achieve required knowledge for the job
• Demonstrated oral and written communication skills
• Demonstrated problem solving skills
• Displays an understanding of risk and risk ownership by being able to demonstrate adherence to policies and procedures.