Facilities Services Coordinator

1 week ago

Newmarket, Canada York Region Full time

**Job Title**
- Facilities Services Coordinator

**Status**
- Permanent Full-Time

**Temporary - Approximate length of assignment, in months**

**Type of Position**
- an Addition to Staff

**Start Date**
- Immediate

**Salary**
- Per hour

**Salary Grade**
- $37.42 - $40.67

**Department**
- York Region -> Community & Health Services -> Housing Services

**Location**
- Hsg - HYI Newmarket - 17150 Yonge Street - Newmarket, ON L3Y 8V3 CA (Primary)-
**Job Description (E)**

**POSITION PURPOSE**
This position will be reporting to the Program Manager, Maintenance and is responsible for the daily operations and audit of contracted facilities services providers to ensure service level requirements are met, participating in and providing administrative and technical support for projects, preparing summary and cost analysis reports and drafting documents on contracted services issues. Prepares and coordinates information and documents for the purpose of purchasing goods and services under the guidance of the Program Manager, Maintenance.

**MAJOR RESPONSIBILITIES**
- Collaborates/works with stakeholders and follows the corporate strategic leadership, planning and direction related to this function. (this statement is to be used for positions with governance functions.
- Receives and completes the facilities services requests from stakeholders; assesses the requirements of the requests and coordinates with the supplier or contractor to engage and coordinate their services/visits.
- Acts as main point of contact in the receipt, development and completion of services requirements and associated work orders and acts as a liaison between the client and the service provider.
- Prepares and executes work orders based on information provided by contractors and by getting all relevant information.
- Conducts field investigation to monitor the quality and delivery of services; prepares comprehensive documentation based on the service contract, the information provided by the service providers and the client.
- Investigates, prepares and provides reports on issues relating to complaints.
- Assists with projects; monitors and prepares relevant reports; compiles information and data, organizes materials, schedules meetings, takes minutes and provides technical expertise.
- Participates in the development and revision of procedures, best practices, standards, service requirements and contract scope of work based on relevant.
- Coordinates the daily operations of the contracted facilities services, ensuring service levels are maintained.
- Participates on relevant capital project workgroups and provides advice on contracted services, technical expertise in development of building design and technical drawings, commissions and decommissions services and assists in identifying project deficiencies.
- Reviews building and landscape drawings, provides feedback on project development to the project lead.
- Meets with service providers and client groups, ensuring clarity in understanding of the statement of work of the contract and coordinates the implementation of the services, including the transitioning in the new contractor and out of the former service provider.
- Coordinates and prepares the scope of work by conducting field visits, developing site drawings and obtaining costs estimates, prepares award documents, inspect for completion, conduct closeout activities and process invoices.
- Develops, prepares and maintains contracted facilities services inventory drawings.
- Liaises with relevant external contacts to disseminate information and data, gather additional data or communicate operations goals and objectives.
- Supports the development of staff communications regarding the delivery of contracted services based on available templates.
- Supports procurement process, prepares relevant documents, coordinates with stakeholders, and prepares cost summary and award documentation.
- Reviews documents and invoices, resolves irregularities, escalates if required, and processes for payment authorization.
- Responds to inquiries and resolves concerns, as appropriate.
- Ensures that services provided meet Regional customer service standards.
- Participates on committees, work groups, task forces and special projects, as assigned.
- Manages information in accordance with legislation and corporate standards.
- Performs other duties as assigned, in accordance with Branch and Department objectives.

**QUALIFICATIONS**
- Successful completion of a Post-Secondary School Certificate or Diploma (1 year or more) in Business Administration or related field or approved equivalent combination of education and experience.
- Successful completion of the professional certification programs of the National Institute of Governmental Purchasing Inc. (NIGP) or Purchasing Management Association of Canada (PMAC) or Ontario Public Buyers Association (OPBA) Principals of Procurement or demonstrated experience and knowledge equivalent to the skills acquired

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