Facilities Coordinator

2 weeks ago

Ottawa, Canada Canadian Mothercraft of Ottawa Carleton Full time

**OUR PROGRAMS: HELPING FAMILIES GROW AND THRIVE**

Mothercraft Ottawa is a non-profit multifaceted family support agency offering a wide array of programs for families from pregnancy to school age. Mothercraft has been supporting and meeting the needs of families and care providers in our community since 1944.

We offer early learning programs and services that support early childhood development; and full-time, part
- time and casual, licensed childcare programs for children aged 6 weeks to 12 years. Mothercraft Ottawa’s childcare programs are provided in a centre, in a school or in a caregiver’s home and are available throughout the year.

We offer a comprehensive range of support services for parents, including prenatal classes, birth companion support, drop-in play groups and parenting workshops. As an EarlyON Child and Family Centre we offer programs and workshops that support parents and caregivers in all aspects of early child development. Note all our programs are offered in both English and French.

**OUR VALUES**

Through our work with families, staff, partners and the community, Mothercraft is dedicated to:

- Creativity: Exploring possibilities
- Nurturing: Supporting each other with compassion
- Inclusivity: Welcoming and encouraging diversity
- Integrity: Acting with honesty and reliability
- Collaborative Relationships: Built on respect and communication.

**Job Summary**

The Facilities Coordinator, under the direction of the Director of Corporate Services, is primarily responsible for ensuring continuity at Mothercraft in the areas of building operations and maintenance, building leases, insurance, utility services and maintenance service contracts as well as providing administrative support to Mothercraft’s programs. The Facilities Coordinator is also responsible for the purchase of products and act as a backup to Reception. The Facilities Coordinator must have the ability to adapt to new technology and ability to deal with people sensitively, tactfully, diplomatically, and professionally at all times.

**Competencies**
- Above average organizational skills
- Excellent computer skills
- Versatile and flexible under high-pressure situations
- Problem solver
- Proactive thinker
- Effective time-manager
- Ability to work both independently and in a team environment
- Ownership skills

**Job Duties**
- Under delegation by the Director of Corporate Services, serves as the primary contact and coordinator for maintenance and repair staff, service providers and contractors.
- Manage facility and building operation services, repairs and maintenance provided by staff, service providers and contractors, ensuring completion is efficient, cost effective and with the least amount of disruption to the programs.
- Coordinate purchasing of products and services, conducting contractor/supplier walk through building visits, negotiating contracts and liaising with suppliers (and their subcontractors if applicable) and contractors. Ensuring all companies hired to work for Mothercraft have the appropriate WSIB coverage and liability insurance. Maintains records of same.
- Supports the operations and maintenance of facilities (e.g. electrical, HVAC, plumbing, building automation, fire detection and suppression, electronic security and communication systems, roads and grounds).
- Constant monitoring of deficiencies and service calls.
- Negotiates with maintenance and repair contractors for services for resolving deficiencies.
- Ensures all planned and essential service maintenance is performed, documented and audited.
- Monitors maintenance schedules.
- Oversees building security.
- Active certified member of the Health and Safety Committee.
- Coordinates equipment maintenance, service and lease agreements.
- Coordinates all insurance requests and maintains records of such.
- Prepares building asset inventory.
- Orients staff in the use of office technology and materials, is available to assist if issues cannot be successfully addressed by the person using any particular technology (i.e. printer paper jams).
- Provides reception relief.
- While covering the reception position, acts as a first point of contact and provide general information to staff, clients, and the public.
- Answers telephone and electronic inquiries and relays telephone calls and messages
- Verifies expense and service invoices.
- Maintains a professional environment in which to conduct business and manage business services.
- Supports and maintains relationships with external service providers, partners and clients.
- Seeks out and promotes professional development.
- Provides administrative support to coworkers and management.
- Prepares, reviews, and/or edits various forms of correspondence.
- Prepares and submits accurate reports and records.
- Assists with continuous improvement to projects and procedures.
- Maintains a professional appearance, demeanour, and attitude at all times.
- Maintains a high level of confidentiality in all

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