Physical Access & Key Management Coordinator

Position Summary

BCIT’s Safety, Security and Emergency Management is seeking a regular, full-time (1.0 FTE) Physical Access and Key Management Coordinator to support the coordination and day-to-day operation of BCIT’s physical access control, locking hardware, and key management programs across all campuses. This position works closely with internal departments, contractors, consultants, and vendors to support physical access operations, capital projects, keying systems, and physical security requirements. Provides technical and administrative support related to physical access control infrastructure, key management, security hardware, and campus construction and renovation projects. Responsible for maintaining records, coordinating installations and repairs, responding to access-related issues, and supporting the secure, efficient and consistent management of physical access across BCIT. Duties & Responsibilities DUTIES AND RESPONSIBILITIES:

• Acts as a primary contact for physical access control, locking hardware, and key management matters for internal departments, contractors, and external service providers ensuring compliance with BCIT policies, procedures, and security standards related to physical access and key control.
• Coordinates the issuance, return, tracking and control of physical keys and access credentials, and maintains inventories of locks, keys, hardware, and related supplies.
• Responds to inquiries and service requests from staff, students, contractors, tenants, and campus partners regarding physical access issues.
• Responds to reports of lost keys, compromised access, damaged hardware, or suspected tampering, documenting and escalating issues as appropriate.
• Supports access changes related to staffing, departmental moves, renovations, and operational requirements.
• Provides technical support and guidance related to locking hardware, key systems, and physical access processes.
• Troubleshoots routine physical access control and keying issues and coordinates resolution with internal departments or external vendors as required.
• Assists with investigations and information gathering related to physical access control incidents or security concerns.
• Operates key cutting equipment and performs routine maintenance and basic troubleshooting of locks, keys, and hardware.
• Communicates physical access control procedures, requirements, and standards to employees, contractors, tenants, and campus partners as required.
• Supports physical access and keying requirements for capital projects, renovations, and new construction initiatives across BCIT campuses.
• Coordinates with Campus Planning and Facilities, ITS, contractors, consultants, locksmiths and security vendors regarding physical access control, locking hardware, and keying requirements for operational and project-related work.
• Reviews project drawings, specifications, and technical documents to identify physical access control, locking hardware, and security system requirements.
• Coordinates rekeying projects, and the installation, repair, replacement, and modification of locks, locking hardware, keying systems, and access control component with contractors, locksmiths, consultants, and vendors ensuring completeness and alignment with BCIT operational and security standards.
• Assists with the development and implementation of keying plans and physical access control requirements for new or modified spaces.
• Supports implementation and integration of locking hardware and electronic access systems with minimal disruption to campus operations.
• Participates in project meetings and coordination activates related to campus renovations, construction projects, and operational changes affecting physical access systems.
• Coordinates invoices, purchase requests, and related administrative processes associated with keying systems, hardware repairs, and physical access control services.
• Supports budget tracking and documentation related to key management and physical security services.
• Maintains accurate and organized records, including keyway information, hardware inventories, access-related databases, project documentation, drawings, service requests, vendor work records, and repair histories in accordance with departmental, operational and records management requirements.
• Supports the ongoing maintenance, accuracy and integrity of physical access control and key management systems.
• Assists with system audits, reporting, data verification and other activities to support operational accuracy, security requirements and regulatory compliance.
• Maintains confidentiality and ensures the appropriate handling of sensitive physical access control, security, and key management information.
• Provides occasional front counter and reception support for Safety, Security and Emergency Management during staff absences, peak workload periods, or other operational requirements as required.
• Maintains current Emergency Response Training as required.
• Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP).
• Undertakes related duties as assigned, consistent with the job grade of this position.

Qualifications QUALIFICATIONS:

Definition:
The qualifications section for this position was developed using the approved job evaluation plan agreed to between BCGEU and BCIT. The qualifications represent the minimum qualifications required for future recruitment and do not necessarily reflect the incumbent’s current qualifications.

Education:
Requires the equivalent of full secondary school plus additional specialized training of up to 1 year duration in areas such as physical access systems, locksmithing, facilities coordination, building systems, construction administration, or a related field.

License(s)/Certifications(s):

• Valid Class 5 British Columbia Drivers License is required.

Experience:

• Requires two year’ general experience plus up to two years’ practical current experience on this and related jobs inside or outside the Institute.
• Experience working with master key systems, keying schedules, physical access control systems, key management programs, security hardware, or facilities-related operations.
• Experience working with locks, keys, and related hardware.
• Experience in interpreting technical drawings, specifications, and construction-related documents.
• Experience coordinating service requests, repairs, installations, or contractor activities in a multi-party environment.
• Experience maintaining records, inventories, and technical documentation.
• Experience of providing customer service and technical support to internal and external users.

Software/Computer Application(s) and Expertise:

• Experience working with physical access control systems, key management software, and related administrative systems.
• Proficiency with Microsoft Office applications including Outlook, Word, Excel, Teams, and SharePoint.
• Experience with systems such as AMAG Symmetry, Futura, ServiceNow, Archibus, Bluebeam, or similar platforms is considered an asset.
• Ability to learn and adapt to new systems and technologies.
  
  

Communication/Interpersonal Skills:

• Strong verbal and written communication skills.
• Ability to communicate technical information clearly and professionally to a wide range of users.
• Demonstrated ability to work collaboratively with internal departments, contractors, consultants, vendors, and members of the public.
• Strong customer service and problem-solving skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Ability to work independently and as part of a team.
• Ability to support process improvements and operational efficiencies.
  
  

Other Skills/Abilities:

• Ability to exercise sound judgment and maintain confidentiality when handling sensitive information.
• Demonstrated reliability, professionalism, and customer service orientation.

Additional Information Benefits – Why you’d love working with us

• Competitive pay
• Minimum of fifteen days of vacation prorated per year
• Competitive employer-paid extended health and dental plan including access to a Health Care Spending Account of up to $325 if eligible!
• Defined benefit pension plan with employer contributions
• Flexible hybrid work arrangements available
• Professional Development funds and resources
• Access to most BCIT Flexible Learning courses free of charge
• Wellness and Employee Assistance programs
• Complimentary membership with free access to the Fitness Centre, Gymnasium, and more
• Eligibility requirements apply, benefits may vary depending on the employee group the position belongs to and whether the position offered is temporary or part-time. For more information on our generous benefits, click here!

BCIT is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring for systemically oppressed groups who have been excluded from full participation at BCIT and the larger community. This includes Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2S/LGBTQIA+. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.

Persons with disabilities who require accommodation for any part of the application or hiring process should contact us using our contact form. Please note that all applications must be submitted via the careers page portal. Applications submitted through the contact form will not be accepted. For additional information, please visit our frequently asked questions (FAQs) page and see how we hire.

The British Columbia Institute of Technology acknowledges that our campuses are located on the unceded traditional territories of the Coast Salish Nations of xwməθkwəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səl̓ilwətaɁɬ (Tsleil-Waututh).