Facilities Coordinator

3 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Facilities Management, Level B

Job Title

Facilities Coordinator

Department

Building Services Managers | Housing | Student Housing and Community Services

Compensation Range

$5,468.83 - $7,878.17 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

September 8, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

Job Summary

The Facilities Coordinator develops, analyzes and implements efficient workflows, operational requirements, and projects within Facilities and Building Services. The position manages building services and operations for facilities that are shared with multiple user groups and are used for multiple purposes for residence, conference events, child care, and food services. This position supports leadership through research, reports and schedules. The Facilities Coordinator also maintains regular communication with staff and students to resolve complaints and issues related to facilities managed by Student Housing and Community Services (SHCS). This position aligns improvement initiatives with strategic goals and provides insights to adjust goals to maximize potential. This role works with departmental managers on research, programs or special projects as requested. This role manages and directs the work of administrative employees, and other unionized staff as needed.

Organizational Status

Reports to the Facilities Manager. Maintains positive, close working relationships with all departmental managers and functional units within SHCS.

Work Performed

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. Coordinates scheduling of work with internal and external service providers, technical staff, and departmental managers.

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 small projects. Recommends and/or implements corrective measures to address service or quality concerns with manufacturers and services providers

Coordinates and overseas projects related to ongoing vital building maintenance and improvements. Arranges all aspects of building maintenance, such as renovations, equipment renewal, and maintenance projects using input from campus and departmental colleagues. Supervises and provides corrective measures to internal and external technical staff on the completion of projects, maintenance, repairs, and building services. Manages general building maintenance for these complex building facilities managed by UBC Student Housing and Community Services. Works with multiple user groups in these facilities to provide user centric solutions in projects.

Assembles specifications, drawings and cost estimates in relation to these 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.

Conducts analysis regarding user equipment, products, materials, furnishings, and makes recommendations to departmental managers on feasibility, practicality, and purchasing.

Coordinates procurement of services and supplies, supervises completion and delivery, and ensures work is completed in accordance with requirements and specifications within agreements.

Coordinates the hiring and on-boarding of new employees in Facilities and Building Services including resume screening, interview scheduling and making offers of employment.

Manages, recruits, coaches and directs the work of administrative employees to ensure operational tasks are prioritized to be done efficiently, effectively and consistently. Responsible for the development and posting of the schedules for Facilities and Building Services staff. Works with Directors and Managers to identify areas for optimization.

Coordinates with relevant stakeholders to develop, set up and deliver required o

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