Operations Coordinator

7 months ago


Toronto, Canada Friends of Ruby Full time

**Friends of Ruby**

Friends of Ruby is dedicated to the journey and well-being of 2SLGBTQIA+ youth, aged 16-29 through mental health services, social services, and housing. Friends of Ruby offers Youth Mental Health services, a Youth Drop-In Centre, and a Transitional Home. The Centre provides access to barrier-free counselling and therapeutic groups, case management and a drop-in space with hot meals, community, and comprehensive programming. The Home provides transitional and emergency housing, as well as mental health and life-skills to support youth moving towards independent living.

Friends of Ruby recognize that a diverse work force is critical to accomplishing our mission. Our goal is to attract, develop, and retain highly talented employees from diverse backgrounds, allowing us to benefit from a wide variety of experiences and perspectives.

**Position Summary**

Friends of Ruby is looking for an Operations Coordinator to be a key member of our dynamic team Reporting to the Manager of Finance and Administration, the Operations Coordinator is responsible for providing advice and assistance for all site maintenance across both of our downtown Toronto locations; ensuring efficient and cost-effective day-to-day maintenance of buildings, building systems, and grounds; monitoring and performing preventative maintenance and safety programs; reviewing and investigating contract activities; and providing technical guidance and support as needed. The Operations Coordinator is responsible to respond to emergencies including after hours, i.e., fire, flood, etc. as required.

**Major Responsibilities**:

- Maintenance Activities_
- Supports timely and ongoing maintenance of the building and equipment by generating, dispatching, and following up on service requests to subcontractors and vendors, communicating with technicians and service personnel as appropriate, and assisting management in resolving problems.
- Supports selection and management of vendors and contractors by obtaining and reviewing quotations, making recommendations to management, maintaining records and contracts, coordinating project activities, providing scheduling support and making the necessary stakeholders aware of the upcoming work.
- Consults with site staff and provides technical guidance, recommendations, and assistance in the analysis of building system problems, contributes to the development of options and recommends solutions.
- Supports the Maintenance of Finance and Administration and the Health and Safety Committee to ensure compliance with applicable legislation such as the Ontario Building Code, Ontario Fire Code, Canadian Standards Association, Technical Standards Association, and Electrical Safety Authority.
- Investigate tenant maintenance requests as required.
- Inspect and ensure keys, tools and supplies are organized and fit for use at each work location.
- Conducts routine property inspections to ensure high technical standards, including carrying out regular unit inspections with on-site staff.
- Inspecting building mechanical systems including heating, ventilation, and air conditioning systems; replacing filters outside of contract frequency as required.
- Completes preventive maintenance programs confirming that contractors perform all technical aspects of their scope of work; supports the agency with determining contract services required to ensure program compliance.
- Supports the Manager of Finance and Administration and the Health and Safety Committee with updating the Fire Safety Plans, compliance with Ontario Fire Code, co-ordinates and/or participates in routine inspections/fire drills, etc., in accordance with local Fire Department regulations.
- Investigates events including tenant maintenance complaints.
- Reviews ongoing energy and building conservation programs and initiatives.
- Security Activities_
- Issues and cancels building access cards in accordance with the policy.
- Prepares pertinent reports related to access card usage.
- Promotes occupant compliance with requirement to wear access cards.
- Escorts contractors as needed per policy.
- Ensures all staff have security codes and are trained to arm and disarm the system.
- Administration Activities_
- Participates in the tendering process for maintenance contracts by providing input on the condition of the buildings and systems based on inspections and contractor feedback.
- Supports special projects pertaining to maintaining, enhancing the safety, or improving the physical conditions of the sites.
- Works closely with the Manager of Finance and Administration on contract administration for specified day-to-day maintenance projects covered by tenders and/or standing agreements; jointly with management, monitors performance of contracts through inspection of work, resolves contractor time delays, performance, quality, safety issues and contract discrepancies; and evaluates contracted work with regards to future contract selection processes.
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