Facilities Coordinator

2 weeks ago

Ottawa, Canada Centretown Citizens Ottawa Corporation Full time

**Facilities Coordinator**
CCOC is looking for a team player who will provide customer service and administrative support in our expanding Facilities Management department.

**About us**:Centretown Citizens Ottawa Corporation is a community-based, tenant and member directed, non-profit housing organization whose mission is to create, maintain and promote housing for low and moderate-income people. We are a progressive employer of choice that values diversity, collaboration, inclusive and open decision-making, innovation, creativity, and sustainability in all that we do.

**Position type: Regular full-time.**

**Compensation**: Starting wage between $48,327 and $56,715, with a maximum of $65,103 based on experience and qualifications. Compensation is based on a 35-hour work week.

**Benefits**:OMERS defined benefits pension plan; Employee and Family Assistance Plan (EFAP); and generous time-off from day one. Group Insurance and Supplementary Medical Plan
(dental/eyewear) after three (3) months of employment.

**Application deadline**: February 23rd, 2023 at 4:00pm.

**Facilities Coordinator**

**REPORTS TO: Facilities Manager**
**DEPARTMENT: Facilities Management**

**Summary**

Facilities Coordinator works as part of the Facilities Management team with responsibility for aspects related to Building Standards, such as pest control and fire safety, and Capital Projects.

Facilities coordinators assist the Director with the coordination and implementation of business projects for both departments. The secondary responsibility, on needed basis, is operational support to the Departmental Managers, Operations Coordinators, and ad hoc support of the Supervisor, Corporate Services.

The Facilities Coordinator alongside other coordinators within the department, as directed, provides customer service on behalf of the Facilities Management department.
Additionally, the facilities coordinator coordinates the completion of work with other departments, schedule and manage facility related services of CCOC properties, and ensure CCOC properties contribute to a high quality of life, habitability and satisfaction for tenants.

**Responsibilities **(this is not an exhaustive list)

1. Deliver ongoing customer service on behalf of the Building Standards and Capital Project groups and coordinate efforts within the Department:
2. Supports other coordinators in the follow-ups to Building Standards (Pest Control & Fire and Safety Inspection) and Capital Projects requests and communications
- Responding to tenant complaints by providing written documentation on the specific complaint, actions taken, advising tenants of next steps and positive steps taken to involve relevant parties (warm handover)
- Advising and notifying tenants as needed by preparing routine correspondence and memos (such as letters and notices) in response to tenant relations (on case-by-case basis), notices of entry for capital and fire safety, fire alarm testing, project communications and advisories service shutdowns, and a variety of other communications;
- Creating and posting work orders (including requests for service) along with creating purchase orders for building standards and capital projects along with other coordinators;
- Scheduling and coordinating contractors and staff to ensure projects for capital project are completed in a timely manner
- Has shared responsibility with other coordinators within the department for the contractor phone line.
- Processing invoices to appropriate accounts, recording pertinent information for reference, and forwarding to the appropriate approval authority, ensuring compliance with contractor policies;
- Assisting the Facilities Director, Capital Projects and Building Standards

Managers with archiving close-out documents and Department manuals jointly with other coordinators within the department as directed.

3. With other coordinators jointly assist the Building Standards Manager, Capital
Projects Manager and Facilities Management Director by:

- Preparing reports, maintenance histories and investigating issues as requested jointly with other coordinators within the department as directed;
- Tracking, collating, and highlighting data and trends (Capital Projects and across Buildings Standards) for review so CCOC can improve operating procedures and workflows jointly with other coordinators within the department as directed;
- Creation and upkeep of reports in regards to capital projects and building standards for the Facilities Management Committee.
- Pulling and manipulating data from systems (such as Yardi) for the creation of reports for the building standards manager, capital projects manager and Director of facilities, KPI’s.
- Working with management and departmental coordinators towards the development and implementation of a Director’s dashboard.
- Ensuring that completed capital projects are captured and entered into Asset Planner jointly with other coordinators (including project coordinators) wit

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