Facilities Maintenance Project Coordinator

3 days 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 execution of preventative maintenance, repair, and minor infrastructure renovation projects related to facilities building systems (mechanical, electrical, plumbing (MEP) and fire protection).

Key Responsibilities:
  • Assist in troubleshooting and resolving mechanical, electrical, plumbing, and fire protection systems issues to maintain efficiency and cost-effectiveness.
  • Implement quality control measures to ensure carpentry, HVAC, electrical, and mechanical systems, fire protection, life safety equipment, and systems meet College expectations and project specifications.
  • Provide 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.
  • Coordinate the planning and implementation of assigned facilities projects and/or components from the initial planning and design stages through to implementation and completion.
  • Research, analyze, and summarize information for projects from various data sources.
  • Participate in the construction tender process and review contract and/or purchasing documents.
  • Produce complex critical path documentation, timelines, and presentations using software programs.
  • Provide support to Manager, Facilities Services by communicating policies and priorities, monitoring contractor work, and ensuring issues are resolved or escalated.
  • Oversee data entry to the Computerized Maintenance Management System (CMMS) and process service requests.
  • Liaise with internal and external stakeholders, convey information, and respond to queries regarding project status, design, and construction matters.
  • Provide frequent, clear, and concise reports to leadership regarding ongoing issues, progress updates, challenges, and opportunities.
  • Coordinate and attend department and project-related meetings, prepare agendas and supporting documentation, and distribute minutes.
  • Coordinate and assign work to trades, contractors, and landlords for Coquitlam, New Westminster, and other properties.
  • Carry out project plans according to established maintenance project methodologies and systems.
  • Review monthly Preventative Maintenance work orders, ensure contractors are dispatched appropriately, and schedule and complete work prior to the due date.
  • Ensure contractual services are issued against corresponding Purchase Order (PO) and on-demand services are issued to Worker Order (WO).
  • Monitor project expenditures for budgets, prepare and maintain project budget cost reports, and prepare purchase orders for maintenance supplies, equipment parts, and services.
  • Analyze change orders, assess scope changes, estimate costs, and communicate 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, monitor and initiate communication with contractors regarding status, expiry dates, and renewal deadlines.
  • 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 and College policies and procedures.
Administrative Services:
  • Maintain project plans and associated communication documents.
  • Prepare/updates project status reports, process invoices, update tracking reports, and maintain files for due diligence and financials.
  • Maintain up-to-date project logs (RFIs/Changes/Submittals).
  • File and archive project documents.
  • Maintain and coordinate updates to college-wide Facilities Inventory System (FIS).
  • Maintain and coordinate updates to floor plans, record drawings, and O&M manuals.
  • Coordinate minor updates, alterations, and maintenance to the Facilities Management website.
  • Work with the Manager to develop and prepare capital budgets and capital requests.
  • Represent the Manager in operational meetings and groups.
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.
Preferred Qualifications:
  • 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.

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