Facilities Coordinator
2 months ago
**WORK ILLUSTRATION**:
The Facilities Coordinator is responsible for managing the day-to-day activities to support all Capital Projects in Work Centres and Distribution Substations. The Coordinator will be the main point of contact for all Facilities Consultants and Contractors in order to ensure all engineering and construction activities stay on track as per the Capital Plan. Projects scopes and budgets can range from $5,000 to $5M. This individual will also communicate with many other departments within Toronto Hydro to ensure all Facilities Capital construction work is performed smoothly.
The incumbent is expected to behave ethically and follow the established code of business conduct, policies and internal control procedures, laws and regulations governing Toronto Hydro.
- Toronto Hydro has implemented a mandatory vaccination requirement for all its employees. Proof of full vaccination will be required upon receiving a conditional offer of employment. Toronto Hydro will provide reasonable accommodation to individuals who cannot be vaccinated due to disability or any other ground protected by the Ontario Human Rights Code._
**KEY RESPONSIBILITIES**:
- Coordinates all Facilities-related project work and ensures the work is completed on time while maintaining strong communication with relevant stakeholders
- Reviews and monitors day-to-day outsourced Facilities contractor performance, and project completion. Creates purchase requisitions, processes invoices, and ensures vendors are paid in an accurate and timely manner
- Responsible for contract administration, by coordinating, reviewing and involving appropriate stakeholders during the design phase of the project. Manages the Notice of Contractors (NOC) issuance process to ensure communication of work to key stakeholders
- Consults with internal business units to plan for the execution of Facilities projects or activities, and coordinates needs with internal stakeholders, external consultants, suppliers, contractors, etc.
- Accountable for the planning and execution of projects (smaller and lower risk projects); Provides cost estimates and schedules to monitor and track budgets, performance, quality, scope and productivity
- Provides direction to contractors on material selection, inspection requirements, schedules and overall project execution
- Works with vendors to source appropriate materials on a timely basis
- Creates Request for Proposal (RFP) documents for submission to procurement, reviewing tender/RFP submissions and/or drawings, and bid evaluations. Ensures business needs are reflected in the RFP bid documents; responsible for answering queries from vendors related to the bid process
- Conducts field visits (to Toronto Hydro owned stations and other owned assets) with contractors. Gathers information for project completion status and/or health and safety investigations. Ensures contractor health and safety practices are in compliance with required legislative health and safety rules and regulations
- Collaborates with Environment, Health & Safety team on Risk Assessments, Pre-Job Meeting execution and other Project related Health & Safety topics
- Prepares reports, updates records and documents pertaining to projects; Performs departmental administration activities as required. Proactively initiates process improvement initiatives
- Reports monthly on KPIs related to work order performance
- Completes building inspections as required on a biweekly/monthly basis (ISO, 5S)
- Develops memos regarding emergency work or notifications for company-wide release
- Supports Facilities Team in any other activities as required
- Support initiatives of other teams/departments within Toronto Hydro as required
**REQUIREMENTS**:
- University Degree in Business Administration, Engineering, or related field
- 2-3 years' experience working with project management, contractor management, and project coordination
- Valid G class drivers’ licence
- Experience using SAP (or any ERP software) and advanced MS Office skills
- Basic knowledge of project management, contracts, invoicing
- Project management experience
- Conversant with office building operational equipment (Electrical, Mechanical, Security, Civil)
- Ability to suggest changes or to support new and/or modified processes which contribute to improved productivity and departmental/ divisional performance
- Ability to accept work assignments with a clear understanding of related quality, quantity, cost and performance targets / expectations
- Ability to perform work in a manner that ensures own health and safety and the safety of others
- Ability to act as a safety leader by incorporating sustainable safety and environmental considerations into business decisions and actions
- Excellent project management, time management organizational skills
- Strong interpersonal skills, and ability to communicate with many levels of the organization
- Superior verbal and written communications skills
- Ability to o
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