Operations Coordinator

2 weeks ago

Shawnigan Lake, Canada Shawnigan Lake School Full time

**OUR SCHOOL**

Shawnigan Lake School is a leading independent co-educational boarding school for ages 12-18 (grades 8-12) on Canada’s beautiful west coast. Our world-class facilities situated on a stunning 270-acre campus include eleven boarding houses, an observatory, salmon hatchery, rowing crew house on the lake, state of the art Learning Commons and Library, recording studio, and robotics lab. Our diverse, inter-disciplinary and innovative programming helps shape the next generation of global leaders.

**JOB DESCRIPTION**

**OPERATIONS COORDINATOR**

This is a full-time position and offers a competitive salary, a comprehensive benefits package, an excellent RRSP contribution plan and a flexible, nurturing, family-friendly workplace.

**ROLES & RESPONSIBILITIES**
- Supervisory & Leadership_
- Provide effective work direction, training, guidance and acts as a resource to support housekeeping, maintenance and other operations staff
- Coordinate daily administrative operations by organizing workload priorities and assist with staff redeployment (when necessary)
- Provide orientation to new staff and act as mentor for new staff joining operations teams
- Other duties as assigned
- Administration_
- Perform administrative tasks as they relate to resources, facilities, payroll, contractors, safety, colleagues, systems and, finance
- Develop, maintain and document procedures, policies and manuals
- Facilitate strategy and team meetings
- Prepare and maintain documents, communications, reports and records supporting housing allocation and moves, facilities upgrades, new construction etc.
- Other duties as assigned
- Operations Support_
- Coordinate and support campus facility activities
- Assist operations departments with daily tasks as needed, such as transportation coordination, arena bookings etc.
- Work with supervisors, managers, and department heads to learn departmental requirements, goals, and fill in for designated positions (when needed)
- Support procurement activities, negotiate contracts (as needed), and coordinate budgeting to make sure operations are fluid with mínimal downtime or interruption in various departments’ workflow
- Manage relationships with contracted suppliers and service providers, and support internal professional relationships
- Assess, research, and recommend software systems periodically
- Develop, manage, maintain, influence, and execute tasks to sustain and improve the performance of the school assets using the CMMS software
- Assist Director of Operations with objectives setting and strategic plan creation
- Operational Performance_
- Support operational performance by collecting, evaluating and inputting data for key performance indicators and metrics
- Support continuous improvement initiatives in collaboration with the Director of Operations and Department Managers / Supervisors
- Facilitate Health and Safety training for operations staff
- Research and analysis of industry standards, codes and minimum requirements, ensure that all work activities conform to local, federal, industry and company standards
- Recognize opportunities to increase revenue, decrease costs, and improve department performance
- Project Management Support_
- Perform project management administrative tasks such as, facilitate meetings; record and distribute minutes; process invoices and forms; respond to queries etc.
- Budget tracking and monitoring
- Prepare reports, notifications and communication materials as needed
- Support project implementations, data input and configuration set up
- Provide user training and ongoing support, and respond to enquiries in a timeous manner

**REQUIREMENTS**
- Bachelor's degree or related education, preferred
- Certifications in disciplines such as Procurement, Inventory Management, Lean / Six Sigma, and Operational Planning an asset
- Minimum of two (2) years of equivalent education and experience in Project Management or facility/infrastructure maintenance/operations experience
- Experience in a not-for-profit or school environment is preferred
- Experience in office management or an administrative role
- Valid class 5 drivers licence
- Familiarity with the mechanical industry (plumbing/HVAC), preferred
- Experienced with procurement and contracting strategies for operations, maintenance and projects initiatives
- A background in strategic sourcing and procurement in an institutional environment, including program development and supplier relationship ownership. Warehouse and materials administration and inventory control experience will be considered an asset
- Team management and / or supervisory experience
- Excellent written and verbal communication skills

**NEXT STEPS**

Attention: Human Resources

Shawnigan Lake School

1975 Renfrew Road

Shawnigan Lake, BC V0R 2W1
- Shawnigan Lake School is an equal opportunity employer committed to establishing an inclusive, equitable, and accessible environment for all. All qualified applicants will receive cons

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