Facilities Coordinator

Director, Planning Capital Projects and Facilities

The University of Ottawa Heart Institute does not use artificial intelligence (AI) in its recruitment process. All hiring decisions are made through human review and evaluation.

Reason for hire

New role.

Job summary

The Facilities Coordinator is responsible for the oversight of the service agreement for the operations, maintenance, and safety of The University of Ottawa Heart Institute (UOHI) facility to ensure a clean, safe, and functional environment for patients, staff, and visitors. This role involves coordinating maintenance activities by monitoring the application of the service level agreement and leveraging relationships with The Ottawa Hospital to ensure compliance with health and safety regulations and assisting with facility improvement.

Role and responsibilities

Provide general and overall oversight of facility management services, to coordinate and oversee the application of the service level agreement to ensure compliance with standards for routine maintenance, repairs, and inspections of hospital buildings, equipment, and infrastructure.

- Remain knowledgeable regarding all operational aspects of the University of Ottawa Heart Institute building systems.

- Serve as the point of contact for facility-related service requests, ensuring a timely resolution.

- Create work orders and assign work orders to The Ottawa Hospital staff.

- Monitor the service level of UOHI’s facility provider to ensure clean, safe, and functional facility systems remain well maintained, including but not limited to HVAC, electrical, plumbing, and life safety systems, in coordination with The Ottawa Hospital maintenance staff and their vendors.

- Ensure compliance with infection control and safety protocols in all facility-related work.

- Maintain on-going communication with service providers and their external contractors.

- Review performance and ensure services are delivered according to terms and hospital standards.

- Ensure hospital facilities comply with local, provincial, and federal regulations, and other relevant healthcare facility standards (e.g. Technical Standards and Safety Authority, Electrical Safety Authority as required).

- Monitor timelines, budgets, and progress, ensuring minimal disruption to hospital operations.

- Communicate with internal departments to ensure facility-related needs are met efficiently.

- Maintain records of maintenance activities, inspections, and work orders.

- Assist with budget planning and tracking for facility-related expenses.

- Generate reports on facility conditions, maintenance needs, and compliance status.

- Assist the Ottawa Hospital in the preparation of building asset inventories.

- Measure and report on key performance indicators against the service level agreement to ensure quality standards are met, in line with corporate expectations.

- Manage complex work orders such as environmental issues and disaster recovery.

- Conduct regular inspections of facilities for compliance, performance, safety and asset integrity.

Qualifications and education requirements

- Minimum college diploma in facility management or related field.

- Two to four years of relevant experience.

Preferred skills

- Communication Proficiency (oral and written)

Applications from Indigenous persons, members of racialized minorities, persons with disabilities, women, members of the LGBTQ + community, as well as from all qualified candidates with the skills and knowledge to productively engage with equitable, diverse and inclusive communities are strongly encouraged.

According to government policy, all qualified candidates are invited to apply; however, preference will be given to Canadians and permanent residents. When submitting your application, please indicate if you are legally entitled to work in Canada.

The University of Ottawa Heart Institute is committed to ensuring barrier-free selection processes and work environments. Accommodations will be provided in all parts of the hiring process relating to any specialty requirements. Please notify us of any accommodations that you require – any information you provide will be handled respectfully and in complete confidence.

The successful candidate will be required, prior to the start of employment, to complete mandatory organizational training available online, and provide the following: an official piece of photo identification and a satisfactory Criminal Record Check and proof of COVID-19 vaccine.

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