Facilities Service Coordinator

2 weeks ago

Cambridge, Canada Waterloo Regional Police Service Full time

**Type of Employment**: Full Time Permanent
**Salary**: $84,441.28
**Location**: Cambridge, Ontario with travel within the region
**Condition of Employment**: Monday-Friday Day Shift

**Waterloo Regional Police Service**

With more than 1000 sworn and civilian members, the Waterloo Regional Police Service (WRPS) requires a **Facilities Service Coordinator. **The WRPS delivers exceptional police services to more than 575,000 residents. The Waterloo Region is a vital and prosperous community in Southern Ontario that offers the unique combination of a growing urban centre surrounded by four rural communities. You will work in a community proud of its diversity, and within an organization focused on its people.

As the **Facilities Service Coordinator**

**You Will**:

- Develop and administer facilities service contracts (janitorial, voice radio sites, security, vending).
- Monitor and analyze performance data to identify and address issues, and identify opportunities to improve services, including operating budgets. Provide reports for management.
- Determine requirements and specifications for quotes and tenders, for approval. Participate in the procurement process. Assist Facilities Specialist to develop and implement strategies to reduce costs, and improve processes, partnerships, and relationships with contracted vendors.
- Develop the scope of work (e.g., janitorial specification) and associated budget, evaluate alternatives and costs, and present recommendations to the Facilities Specialist.
- In collaboration with the Facilities Specialist, Manager (Facilities), and Materials Management, develop and coordinate Requests for Proposals (RFPs), pre-qualification (vendor of record), and public bids.
- Meet with fellow Members/internal stakeholders, management, and landlords to review complaints regarding unsatisfactory/incomplete work. Compile information and take steps to resolve in consultation with the Facilities Specialist.
- Arrange logistics for contractors/consultants (e.g., access to buildings, adherence to security zoning, building contacts, special requirements).
- Chair and document site meetings with contractors; complete quality control inspections and provide direction as required; and review requests for changes/extra work. Document vendors' positive work and deficient areas for improvement.
- Negotiate claims, disputes, and payments. Review and monitor to ensure work is completed on time and on budget.
- Check to make sure contractors have full security clearance before accessing police facilities.
- Develop and maintain documentation for vendor history, contact information, files, and reporting. Document an overall schedule to align with procurement and budget cycles.
- Report the status of service contracts, including expected completion dates, issues, and changes to the supervisor.
- Monitor inventory of building & site supplies, janitorial product, equipment maintenance, and conduct annual audits.
- Complete property incident reports for insurance risk management and Legal, for management approval. Collaborate with Insurance adjusters when required.
- Conduct needs assessments to determine scopes of work with fellow members/internal stakeholders to ensure areas are well maintained in an efficient manner.
- Assist with lease management; development, review, negotiation, and approvals.
- Assist the Facilities Specialist in preparing and monitoring budgets and provide budget updates to the Manager, as required.
- Assist the Facilities Specialist and/or Manager in developing content and creating presentations to provide members with updates and various training sessions, including, but not limited to vendor updates, service changes, and health & safety requirements. Present information sessions as required.
- Assist the Facilities Specialist with monthly Health & Safety Inspections and tracking of required remedial tasks.
- Work closely with Health and Safety to ensure workplace regulations (e.g., WRPS directives, policies/procedures, and Ministry of Labor regulations) are met.
- Track facilities related systems and equipment through asset management; develop and maintain an equipment lifecycle replacement schedule for the Service.
- In partnership with the Regional Facilities Management Division (Regional Facilities), plan and coordinate service contracts for larger capital projects. Report any service issues to the Regional Facilities Client Representative.
- Perform other related duties as assigned.

**You Have**:

- Three (3) years of demonstrated experience in facilities management, with knowledge in areas such as building envelope, roofing systems, fire and life safety systems, fire alarms, elevators, and mechanical and electrical systems.
- A College diploma in an architectural/construction/facilities management-related program.
- A valid Class ‘G’ Driver’s License with no more than six (6) demerit points required to travel within and outside of the Region.

**You Are**:

- Able

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