Facilities Coordinator

3 months ago

Greater Sudbury, Canada Greater Sudbury Police Service Full time

**GREATER SUDBURY POLICE SERVICE**
**Temporary Full Time Facilities Coordinator**

**Position Summary**

Under the general supervision of the Fleet/Facilities Supervisor, the Facilities Coordinator is responsible for assisting the Fleet/Facilities Supervisor with coordinating the ongoing building requirements at police facilities such as routine inspections, minor repairs, and service coordination. In addition, the Facilities Coordinator will be responsible for assisting/relieving the Fleet Coordinator with the support functions of the Fleet Unit which includes transporting of vehicles and some minor vehicle equipment maintenance and repair.

**Specific Tasks & Responsibilities**

**Facilities**
- Coordinate maintenance and repairs at HQ and D2 with City maintenance and/or Service Providers.
- Coordinate requests for janitorial issues.
- Contact service providers for quotes.
- Liaise with and attend with service providers at Police Facilities when required.
- Maintain the Building/Facilities Ticket System, including responding, updating, and closing tickets as required.
- Coordinate office and furniture relocations.
- Perform minor maintenance of police facilities, such as hanging pictures and other small repairs as assigned.
- Maintain accurate record system of all keys for police facilities and communication tower sites, in addition to cutting keys when required.
- Maintain up to date information on all Police facilities and communication tower sites.
- Complete and submit monthly vehicle check sheet for facility vehicle.
- Keep vehicle stocked with facility supplies, including PPE that may be required.
- Maintain the Facilities Management Plan in conjunction with the Fleet/Facilities Supervisor.

**Annual/Monthly/Weekly Facilities Duties**
- Coordinate annual fire extinguisher inspections, fire suppression system inspection, rodent and insect control and ESA inspections.
- Perform monthly inspections of all police facilities and communication tower sites.
- Send out monthly and annual notifications (E.g., fire alarm, generator testing).
- Send out other notifications as required (E.g., elevator closure, maintenance projects).
- Perform weekly AED Inspections.
- Perform weekly inspections of handcuff cleaning machine at HQ & D2.
- Coordinate the seasonal maintenance of items, such as lawn care, snow removal, mat rentals, and boot brush replacement.
- Lower/raise the flag to half mast at specific and required times throughout the year.

**Fleet**

(Assist/Relieve the Fleet Coordinator)
- Assist in communicating with Service Providers to schedule maintenance and authorize repairs as required.
- Assist in maintaining spreadsheet for tracking all vehicle maintenance and repairs and monitor for unusual or frequent maintenance requirements.
- Assist with performing minor service and repair of vehicle equipment, such as bulb and siren controller replacements.
- Assist with boosting vehicles.
- Assist with transporting/shuttling service vehicles as required.
- Assist with fueling and washing of vehicles as required.
- Complete minor cleaning of vehicles as required.
- Assist with checking and recording information from all vehicle whiteboards daily and update same throughout the day.
- Assist with pegging out vehicles as required.
- Assist in maintaining spreadsheet for tracking reported monthly vehicle mileage when required.
- Assist in promptly replacing missing vehicle equipment as identified on monthly inspection reports.
- Assist with replenishing missing vehicle equipment in the HQ after hour lockers daily.
- Assist with replacing expired items in mobile biohazard kits and mobile first aid kits as required.
- Assist with the implementation of any new fleet equipment.
- Assist with in town vehicle requests for employees pertaining to errands, meetings, courses, training, and special events.
- Assist with vehicle changeovers.
- Assist with the decommissioning of retired vehicles.
- Assign, track, and activate/deactivate fuel fobs to vehicles and replace when lost or defective.
- Provide notification when City fuel pumps are not operational and update once they are repaired when required.
- Assist in issuing green access pegs for obtaining vehicle keys to employees.
- Assist in assigning GSPS gate cards to vehicles to access the secure parking compounds at HQ and D2.
- Assist with assigning TDS parking transponders to vehicles.

**Annual/Monthly/Weekly Fleet Duties**
- Assist with the annual update of all vehicle fire extinguishers.
- Assist with the annual implementation of new insurance slips in the month of June.
- Assist with the removal and return of Fleet vehicles from the underground parking area at HQ to facilitate the annual power washing of the parking lot.
- Assist with seasonal tire changeover for all vehicles twice annually.
- Assist with the implementation of sunscreen and insect repellent into the vehicles in early spring and the removal in late fall.

**Additional Duties**
- Report any unusual

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