Facilities Coordinator

3 weeks ago

Toronto, Ontario, Canada YWCA Toronto Full time
Employment Type: Full-Time, Permanent
Work Hours: 35 hours per week (Monday-Friday 9am to 5pm; one evening per month for Asset Management Committee; Participates in the after-hours on-call rotation for the Property Services Department)
Salary: $55,939 annually (L7), plus comprehensive benefits
Location: Toronto, OntarioInternal Application Deadline: Monday, May 13, 2024
External Application Deadline: Monday, May 13, 2024
JOIN OUR TEAM
YWCA Toronto strives to uphold anti-discrimination practices and anti-oppression principles to ensure that the rights of all individuals are respected and protected. We work to promote a climate that is welcoming of all women and individuals who identify as Trans, intersex, non-binary, agender, and/or Two-Spirit. We encourage applications from women and gender diverse people from all races, ethnic origins, religions, abilities and sexual orientations.

The Facilities Co-ordinator is responsible for providing administrative support to the Director of Property Services & Asset Management, and works with the Facility Managers' on CMMS System and procurement. The position is responsible for multiple housing and shelter properties as well as commercial properties at Elm.

ABOUT YWCA TORONTO- ELM CENTRE
YWCA Elm Centre includes 300 units of permanent housing for three different resident groups: 165 units of affordable rental units for women and gender diverse people, 50 units for women and gender diverse people, women-led families and gender diverse-led families of Indigenous descent (including 10 women-led and gender diverse-led families fleeing violence) and 85 units for women and gender diverse people who are experiencing significant mental health challenges or concurrent mental health/addictions disorders. The program will provide services to the entire residential community, with a dual focus on community building and individualized supports.

KEY RESPONSIBILITIES
  • Acts as the key contact and liaison between property services and internal departments to identify issues, build processes, and provide communications in a timely and professional manner;
  • Greets and assists callers, respond and provide information to tenants, residents, staff and vendors;
  • Maintains approved contractor lists, alarm and elevator contact information for all YWCA buildings and other property services data in the Property Services shared drive and the CMMS where applicable;
  • Responsible for compiling, inputting, managing and reporting on data within the Work Order modules in the CMMS and providing training to staff;
  • Provides monthly reports to Managers and Property Service Staff on the Computerized Maintenance Management Software (CMMS) and track trends;
  • Assists the Director in developing Property Services policies and procedures including security, health and safety, operations and cleaning;
  • Acts as the primary contact for procurement, working with the Director of Finance and IT, to provide guidance for Requests for Proposals and evaluation of proposals and all related internal policies;
  • Other duties as required.

QUALIFICATIONS
  • In-depth knowledge in Facilities Administration, Property Management Administration, Business Administration or Project Administrator normally acquired through the completion of a specialized program and/or university degree. (Cases for Equivalency will be considered);
  • Experience completing small scale construction or operational projects;
  • Certificate in facility, property or project management is an asset;
  • Experience in a non-profit or social housing environment is an asset;
  • Knowledge of property or facilities management principles including working understanding of preventative maintenance and asset planner;
  • 3 to 5 years directly related work experience;
  • Advanced computer competence in word processing, excel spreadsheets and accounting software (GP dynamics & FRX preferred);
  • Comprehensive understanding and experience working with Computerized Maintenance Management Software (CMMS) systems (Yardi or MRI);
  • Ability to adapt to and learn emerging technologies;
  • Excellent organizational, administrative and written and oral communications skills;
  • Must be able to work in a multi-task, deadline-oriented environment;
  • Ability to interact with a range of people within a multicultural, crisis environment;
  • Excellent customer service and interpersonal skills with demonstrated tact and diplomacy;
  • Effective time management skills to prioritize workload and complete work in a timely manner.

YWCA Toronto transforms lives. As the city's largest multi-service women's organization, we help women and gender diverse people escape violence, move out of poverty and access safe, affordable housing.

We work tenaciously to break down barriers that hold women and gender diverse people back from achieving equality.

Vaccination Policy: In accordance with YWCA Toronto's COVID-19 Vaccination Policy, all YWCA Toronto employees, students and volunteers are strongly encouraged to obtain all COVID-19 vaccinations and booster doses as recommended by Toronto Public Health

Please note: A vulnerable sector police reference check is required by the successful candidate prior to hiring.

YWCA Toronto promotes the principles of anti-oppression and adheres to the tenets of the Ontario Human Rights Code. We encourage applications from women and gender diverse people of all races, ethnic origins, religions, abilities and sexual orientations.

YWCA Toronto provides accommodation during all parts of the hiring process, upon request, to applicants with disabilities. If contacted, please advise us if you require any accommodation. While we thank all candidates for their interest, only those selected for an interview will be contacted.

YWCA Toronto is a Scent-Sensitive Workplace.

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