Facilities Coordinator

4 days ago

Ottawa, Canada Algonquin Students' Association Full time

**Reports To**: Manager, Athletic Operations - Facilities

**Mission**:_To create an environment that inspires a passion for student success._

**Desired Results of the Position**:

- A safe and welcoming environment that fosters positive and inclusive experiences for all users.
- Seamless and efficient operations of the ARC Welcome Desk, ensuring high levels of service and member satisfaction.
- Smooth and effective management of ARC facilities and front-line operations, minimizing disruptions and ensuring operational excellence.
- A culture of safety, respect, and inspiration, where all members feel valued and supported.

**Nature and Scope**:
Reporting to the Manager, Athletic Operations - Facilities, the Facilities Coordinator is responsible for ensuring the seamless and efficient operation of the ARC facilities. This includes overseeing staff recruitment, training, and scheduling, while ensuring compliance with organizational policies and government standards such as ORFA, WHMIS, AODA, OH&S. The incumbent provides leadership to the welcome desk and facility operations staff, ensuring high-quality customer service and a safe, inclusive environment for all users. The position also requires that the incumbent establishes harmonious and productive relationships with the Students’ Association board, staff, college officials, student groups and the outside community.

**Job Duties**:

- Coordinate with the manager to oversee payroll accuracy, approve timesheets, and develop staff schedules that align with operational needs
- Oversees welcome desk staff, including scheduling, and ensuring high-quality customer service delivery.
- Reviews accuracy of P/T student hours
- Provides positive leadership and functional guidance to staff where and when appropriate
- Onboarding and training of staff
- Submit daily deposits to accounting office
- Assists with EZ Facility and MiGym app to ensure accurate member tracking and reporting. Collaborate with AC ITS and Kantech to maintain and troubleshoot the turnstile system.
- Works with AC ITS, and Kantec to manage the turnstile system at the ARC
- Oversee global payments system for the athletics department
- Assists with monthly predictive maintenance and detailed health and safety inspections, ensuring compliance with ORFA, WHMIS, AODA, OH&S, and reporting outcomes to the Facilities Manager
- Ensure we follow government standards (ORFA, WHMIS, AODA, OH&S, CBA)
- Support logistics and provide on-site support for programming and events, including scheduling, staffing, and equipment setup.
- Performs minor facility maintenance repairs when needed. Reports larger issues to facilities manager
- Conduct visual supervision of the activities taking place and regular facilities walkabouts several times each shift
- Assist in facility rental operations, including booking coordination, contract management, and ensuring adherence to facility policies.
- Help to oversee dome set/take down
- Enforce facility policies and procedures
- Liaise with all department staff for special events
- Other duties as assigned

**Core Competencies**:

- Attention to Detail
- Problem Solving
- Adaptability and Flexibility
- Planning and Organizing
- Communication and Teamwork

**Desired Skills and Qualifications**:

- A college diploma in facility management, recreation leadership, or a related field, or an equivalent combination of education and relevant work experience.
- Experience in student activities, athletics, or recreation with a focus on facility operations and management.
- A minimum of two years' experience in facility operations, demonstrating hands-on knowledge of procedures and best practices.
- Proven ability to supervise and coordinate staff and/or students, fostering a productive and collaborative team environment.
- Strong organizational skills with the ability to self-initiate and prioritize tasks effectively.
- Exceptional verbal and written communication skills, with the ability to engage with diverse audiences.
- A demonstrated commitment to customer service excellence and creating positive user experiences.
- Strong leadership capabilities, with confidence and energetic interpersonal skills that inspire and motivate teams.
- Current First Aid and CPR certification.

**Compensation**:

- Houry Rate $33.02 - $36.70
- 4% vacation pay paid biweekly with pay
- This position is a 12-month term position, 35 hours a week
- Irregular work hours (day, evening and weekend shifts) and varied work week schedule is required due to the nature of athletics. This can be disruptive to work-life balance

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