Facilities Maintenance Project Coordinator

2 months ago

Coquitlam, British Columbia, Canada Douglas College Full time
About the Role

The Facilities Maintenance Project Coordinator plays a vital role in the success of Douglas College by efficiently coordinating preventative maintenance, repair, and minor infrastructure renovation projects related to facilities building systems (mechanical, electrical, plumbing (MEP) and fire protection).

Key Responsibilities
  • Project Coordination
    • Assists with troubleshooting and resolving mechanical, electrical, plumbing, and fire protection systems issues to maintain efficiency and cost-effectiveness.
    • Conducts and documents visual field inspections as required.
    • Implements quality control measures to ensure carpentry HVAC, electrical and mechanical systems, fire protection, life safety equipment and systems, kitchen equipment, elevators, etc. will meet College's expectations and project specifications.
    • Provides project support to Facilities Manager/Project Leaders/Managers on single projects or portfolios of projects by assisting with project planning and coordination, maintaining and coordinating information flow and project records including proposals, contracts, risk/issues registries, work plans and timelines, change requests, budget monitoring, meeting agendas and minutes, project decisions and approvals, submittals, plans, manuals, status reports, financial reports, and related quality and risk management processes.
    • Coordinates the planning and implementation of assigned facilities projects and/or components from the initial planning and design stages through to implementation and completion.
    • Researches, analyzes and summarizes information for projects from a variety of data sources such as online or in person meetings, user groups, other institutions, architectural firm representatives and industry regulatory bodies.
    • Participates in the construction tender process; Reviews and contributes to terms and conditions on contract and/or purchasing documents pertaining to renovation, construction, leasehold/tenant improvements, including requesting estimates and quotes from suppliers and contractors.
    • Produces complex critical path documentation, timelines and presentations using software programs for new construction, renovation and cyclical projects.
    • Provides support to Manager, Facilities Services by communicating policies and priorities, monitoring the work of contractors, and ensuring issues are resolved or escalated to appropriate level(s) to meet project budget, schedule, deliverables, and user requirements.
    • Oversees the data entry to the Computerized Maintenance Management System (CMMS) to ensure the information in the system is current and that the preventative maintenance work orders accurately reflect the required maintenance to best prolong the life of the College assets.
    • Processes service requests received by telephone, e-mail and personal visits and maintains a database of such requests to meet reporting and analysis requirements.
    • Liaises with various internal and external stakeholders; conveys information and responds to queries, concerns, etc. with respect to project status, design, and construction matters.
    • Provides frequent, clear and concise reports to appropriate leadership regarding ongoing issues, progress updates, challenges, and opportunities.
    • Coordinates and attends department and various project related meetings; prepares agendas and supporting documentation; prepares and distributes minutes; independently follows through on action items and decisions taken.
    • Coordinates and assigns 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.
    • Carries 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.
    • Reviews monthly Preventative Maintenance work orders. Ensures contractors are dispatched appropriately and are scheduled and completed prior to the due date.
    • Ensures contractual services are issued against corresponding Purchase Order (PO) and on demand services issued to Worker Order (WO).
    • Monitors project expenditures for budgets for operations, and prepare and maintain project budget cost reports.
    • Prepares purchase orders for maintenance supplies, equipment parts, and services based on approved budgets and project requirements.
    • Evaluates vendor quotes, negotiate pricing, and track deliveries to ensure timely receipt of materials.
    • Analyzes change orders by assessing scope changes, estimating costs, and communicating adjustments to project timelines and budgets.
    • Reviews invoices to confirm consistency with projections, quotations and budget allocations.
    • Oversees project related letters of credit, performance bonds and securities; monitors and initiates communication/correspondence with contractors regarding status, expiry dates and renewal deadlines to ensure timely renewals with no negative impact to the College.
    • Coordinates Contractor Safety Program with existing contractors and new contractors to ensure contractors safety protocol meets College's expectations and project specifications.
    • Serves as the liaison between the College and contractors regarding safety requirements and ensure that all safety protocols and regulations are communicated effectively to contractors.
    • Ensures 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.
  • Administrative Services
    • Maintains project plans and associated communication documents.
    • Prepares/updates project status reports, process invoices, update tracking reports, and maintain files for due diligence and financials.
    • Maintains up-to-date project logs (RFIs/Changes/Submittals).
    • Files and archives project documents.
    • Maintains and coordinates updates to college-wide Facilities Inventory System (FIS).
    • Maintains and coordinates updates to floor plans, record drawings and O&M manuals.
    • Coordinates minor updates, alterations and maintenance to the Facilities Management website.
    • Works with the Manager to develop and prepare capital budgets and capital requests.
    • Represents the Manager in a variety of operational meetings and groups such as user groups and various departments within the College.
    • Works with other Facilities related software (AutoCAD, MS Project, CMMS, WiFi clocks, etc.).
  • Additional Responsibilities
    • Provides support in emergent and on demand security, emergency and occupational health and safety related issues.
    • May be asked to do maintenance project coordination at Training Group sites.
    • Undertake additional tasks and responsibilities as directed by the Manager, Facilities Services.

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