Facilities Coordinator

4 weeks ago

Toronto, Canada Workplace One Full time

**About The Company**:
Workplace One is a shared workspace provider that creates and operates fully serviced, boutique office spaces for professionally minded people and their teams. High-end design details and personalized service are what set us apart. We are an independent, Toronto-owned and operated company, and with our service-based hospitality as the cornerstone of our business, our members and guests are fully supported everyday to make business run smoothly. Our team consists of a passionate group of leasing, operational, and customer service professionals that act as an extension of our client’s team and an integral concierge service for each member and guest across the locations in our exclusive Downton Toronto portfolio.

**About the Role**:
Workplace On is seeking to hire a facilities coordinator to join our team. This role is responsible for assisting in the overall operational efficiency of the portfolio. The facilities coordinator will oversee the operations of multiple facilities, updating and implementing policies and procedures with the management team, and guiding the overall building efficiencies from a maintenance and facilities standpoint. The role will be responsible for coordinating, scheduling, and executing projects and upholding the highest standards within our workspaces.

**Key Responsibilities**:

- Liaises with finance to ensure all incoming payments have been acquired and that all vendor and supplier accounts are settled, consolidating information via monthly A/R report for further follow-up for management.
- Ensures outgoing invoice accuracy by reviewing monthly member invoices generated and sent by Community Management team and making any billing corrections and adjustments following approval of management.
- Assists in the development of annual maintenance budgets for each facility, while ensuring the unit’s expenditures are controlled and maintained with approved budget limitations.
- Reports to management with respect to ongoing facilities operations, projects, purchasing and overall performance of the facilities.
- Works alongside President to facilitate, implement and execute all facility-related projects as required.
- Works with property managers and landlords for all locations to ensure space is maintained and functioning according to lease agreement/terms and company standards.
- Coordinates any repairs, service, and maintenance in space with building management and WP1 management to ensure proper accommodations and communications to members are sent regarding occurrences within space.
- Responsible for managing contract with software provider (Yardi Kube) and ensures regular updates/upgrades to software are performed.
- Processes and terminates all member contracts in operating software (Yardi Kube)
- Maintains IT infrastructure with providers across all locations within the portfolio (internet, Voip phone systems, ext.) which includes ordering and updating systems as necessary and coordinating any necessary/work updates with IT vendors.
- Communicates with new and existing members to set-up unique/a-la-carte IT requirements and requests (private IP addresses, ext), and coordinates implementation with vendors.
- Communicateswith new and existing members to source and install any extra furnishings and equipment.
- Provides day-to-day customer service which includes but is not limited to assisting with centre-specific duties to support PTO and vacation time coverage.
- Travels to sites as required to attend meetings, complete site inspections, assess progress and supervise projects and activities.
- Works on-call on evenings and weekends as required to support operational requirements.

**Qualifications and Experience**:

- High school diploma or equivalent
- Diploma in business administration or facility and property management an asset
- 2+ years experience in a facilities, property management, or operations
- Strong oral and written communication skills and understanding of customer service
- Organized, ability to multitask and adaptability to different tasks
- Technical knowledge of building services
- Budget management skills

Work Remotely
- No

**Salary**: $63,440.00-$68,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- Life insurance
- Paid time off

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday
- Weekends as needed

Ability to commute/relocate:

- Toronto, ON: reliably commute or plan to relocate before starting work (required)

Work Location: In person

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