Facilities Maintenance Project Coordinator

22 hours ago

Coquitlam, British Columbia, Canada Douglas College Full time
Job Title: Facilities Maintenance Project Coordinator

The Facilities Maintenance Project Coordinator plays a vital role in the success of Douglas College by coordinating the efficient maintenance and repair of facilities building systems, including mechanical, electrical, plumbing, and fire protection. This position provides direction, leadership, and project administration to ensure the successful completion of projects.

Key Responsibilities:
  • Assist in troubleshooting and resolving issues with mechanical, electrical, plumbing, and fire protection systems to maintain efficiency and cost-effectiveness.
  • Implement quality control measures to ensure that carpentry, HVAC, electrical, and mechanical systems meet College expectations and project specifications.
  • Provide project support to Facilities Manager/Project Leaders/Managers by assisting with project planning and coordination, maintaining and coordinating information flow and project records.
  • Coordinate the planning and implementation of assigned facilities projects and/or components from initial planning and design stages through to implementation and completion.
  • Research, analyze, and summarize information for projects from various data sources, including online meetings, user groups, other institutions, architectural firm representatives, and industry regulatory bodies.
  • Participate in the construction tender process, reviewing and contributing to terms and conditions on contract and/or purchasing documents.
  • Produce complex critical path documentation, timelines, and presentations using software programs for new construction, renovation, and cyclical projects.
  • Provide support to Manager, Facilities Services by communicating policies and priorities, monitoring the work of contractors, and ensuring issues are resolved or escalated to appropriate levels.
  • Oversee data entry to the Computerized Maintenance Management System (CMMS) to ensure information is current and that preventative maintenance work orders accurately reflect required maintenance.
  • Liaise with various internal and external stakeholders, conveying information and responding to queries, concerns, etc., regarding project status, design, and construction matters.
  • Provide frequent, clear, and concise reports to appropriate leadership regarding ongoing issues, progress updates, challenges, and opportunities.
  • Coordinate and attend department and project-related meetings, preparing agendas and supporting documentation, preparing and distributing minutes, and independently following through on action items and decisions taken.
  • Coordinate and assign work to trades, contractors, and landlords for Coquitlam, New Westminster, and other properties regarding installations, moves, set-up, and openings, and other related types of work.
  • Carry out project plans according to established maintenance project methodologies and systems to ensure successful and coordinated completion of project components by working with stakeholders, departments, and/or user groups.
  • Review monthly Preventative Maintenance work orders, ensuring contractors are dispatched appropriately and are scheduled and completed prior to the due date.
  • Ensure contractual services are issued against corresponding Purchase Order (PO) and on-demand services issued to Worker Order (WO).
  • Monitor project expenditures for budgets for operations and prepare and maintain project budget cost reports.
  • Prepare purchase orders for maintenance supplies, equipment parts, and services based on approved budgets and project requirements.
  • Analyze change orders by assessing scope changes, estimating costs, and communicating adjustments to project timelines and budgets.
  • Review invoices to confirm consistency with projections, quotations, and budget allocations.
  • Oversee project-related letters of credit, performance bonds, and securities, monitoring and initiating communication/correspondence with contractors regarding status, expiry dates, and renewal deadlines to ensure timely renewals with no negative impact to the College.
  • Coordinate Contractor Safety Program with existing contractors and new contractors to ensure contractors' safety protocol meets College expectations and project specifications.
  • Serve as the liaison between the College and contractors regarding safety requirements and ensure that all safety protocols and regulations are communicated effectively to contractors.
  • Ensure trades adhere to WorkSafeBC Occupational Health and Safety regulations as well as College policies and procedures by providing safety briefings and obtaining copies of insurance, reviewing WorkSafeBC letters, and explaining College policies and expectations in writing and verbally.
Requirements:
  • Completion of an undergraduate degree or a construction technology diploma from a recognized post-secondary educational institution.
  • 3 years construction site work experience, preferably with the Mechanical or Electrical trades.
  • 2 years' work experience in coordinating projects, including all aspects of project development and execution.
  • PMP (Project Management Professional) certification, or working towards, an asset.
  • Demonstrated in-depth understanding of mechanical, electrical, plumbing, and fire protection systems and terminology.
  • Excellent computer skills, including a high degree of proficiency in Microsoft Office applications (Word, Excel, MS Teams, PowerPoint).
  • Strong understanding of reading technical drawings, schematics, and equipment specifications.
  • Familiarity with maintenance planning and scheduling tools.
  • Knowledge of current safety standards and regulations applicable to maintenance activities.
  • Thorough understanding of rules and regulations regarding working in confined spaces, fall protection awareness, and the safe handling of hazardous materials such as asbestos and lead to ensure compliance with safety standards.
  • Excellent written and verbal communication skills combined with effective listening skills.
  • Ability to adjust to shifting priorities, demands, and timelines in a high-pressure environment.
  • Aptitude for learning and adhering to existing standardized policies, processes, and procedures, including identifying process improvements.
  • High level of accountability, tact, and professional judgment.
  • Ability to work effectively both independently and collaboratively as part of a team.
  • Strong knowledge of project management methodology.
  • Proven experience coordinating small and large multi-functional projects.
  • Resourcefulness with ability to use ingenuity to provide creative solutions that meet or exceed internal client needs.
  • Excellent troubleshooting/problem-solving and analytical skills.
  • Ability to quickly learn and understand new technologies and how they apply in our environment.
  • Solid organizational skills with demonstrated ability & judgement to prioritize work in a fast-paced environment with competing priorities.
  • Demonstrated financial skills with the tracking of project budgets using spreadsheets is required.

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