Operations Coordinator

3 weeks ago

Ottawa, Canada Centretown Citizens Ottawa Corporation Full time

**Operations 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, based on experience and qualifications.
Maximum Compensation for this role is $65,103. 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**: Thursday, April 27th, 2023 at 4:00 PM

**Operations Coordinator**

**Reports To: Operations Manager and Facilities Management Director**
**Department: Facilities Management**

**Summary**

Operations Coordinators work as part of a team with responsibility for all aspects related to facilities management for tenants. The Coordinators organize ongoing customer service on behalf of the Facilities Management department. Additionally, they coordinate efforts with other departments, schedule and manage maintenance services our properties, and ensure CCOC properties contribute to a high quality of life, liveability and tenant satisfaction.

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

1. Organize ongoing customer service on behalf of the Facilities Department and coordinate efforts with other departments by:

- Following up on maintenance requests from all departments and tenants, and initiating notices of entry as required
- Initiating work orders and purchase orders
- Scheduling staff or contractors to perform the work and keep track to ensure the completion of work in a timely manner
- Assisting the Tenant and Community Engagement Department in tenant communications, greening and tenant engagement programs (signage, composting, volunteer/community garden landscaping etc.)
- Responding to complaints from tenants and providing written documentation on complaints and action taken
- Acting as the primary backup to support the service desk

2. Schedule and manage maintenance services at assigned properties by,
- Regularly be on-site at buildings to observe building conditions, meet with tenants and check on contractor work.
- Recording and allocating work orders to appropriate accounts, ensuring work is completed and scheduling follow-up as needed
- Processing invoices, assigning to appropriate accounts, recording pertinent information for reference, and forwarding to the Manager or Director
- Establishing and maintaining a comprehensive building and unit maintenance history
- Managing all bike parking facilities, ensuring they remain tidy, safe and usable
- Preparing chargebacks to tenants, managing appeals and coordinating with Rent Collection Officers to follow through
- Coordinating accessibility accommodations for tenants
- Advising and notifying tenants as needed by preparing notices of entry, fire alarm testing, and service shutdowns
- Assisting the Manager with redecorating requests
- Assisting the Manager to maintain and execute a preventative maintenance schedule
- Assisting in documenting and preparing records to resolve problems and take legal action as required with LTB

3. Assist the Facilities Management Director by:

- Taking minutes of the Facilities Management Committee meeting (on rotation)
- Preparing reports, maintenance histories and investigating issues as requested
- Analyzing and investigating trends, improved operating procedures and workflows

4. Provisional statement of duties of Facilities Coordinator (anticipated) role:

- Continue to support operations and provide cover in accordance with duties identified above when required
- Following up on requests from tenants and from other departments relating to Operations, Building Standards, Capital Projects and initiating notices of entry as required
- Coordinating project communications including building notices, advisories and ensuring that an appropriate communication strategy is actioned for larger projects in tandem with Tenant and Community engagement
- Responding to complaints from tenants and other stakeholders and providing written documentation on complaints and action taken
- Scheduling staff or contractors for Building Standards and Capital Projects and supporting pest control
- Processing work orders and purchase orders, for operations and as necessary capital projects
- Archiving close-out documents and Department manuals
- Establishing and maintaining a comprehensive

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