Facilities Maintenance Project Coordinator

3 weeks 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 efficiently coordinating preventative maintenance, repair, and minor infrastructure renovation projects related to facilities building systems (mechanical, electrical, plumbing (MEP) and fire protection). This position provides direction, leadership, project administration, and supervision of projects to which they are assigned.

Key Responsibilities:
  • Assists with troubleshooting and resolving mechanical, electrical, plumbing, and fire protection systems issues to maintain efficiency and cost-effectiveness.
  • Implements quality control measures to ensure carpentry, HVAC, electrical, and mechanical systems, fire protection, life safety equipment, and systems meet College 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.
  • 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 various data sources.
  • Participates in the construction tender process and reviews contract and/or purchasing documents.
  • Produces complex critical path documentation, timelines, and presentations using software programs.
  • Provides support to Manager, Facilities Services by communicating policies and priorities, monitoring contractor work, and ensuring issues are resolved or escalated.
  • Oversees data entry to the Computerized Maintenance Management System (CMMS) and processes service requests.
  • Liaises with internal and external stakeholders, conveys information, and responds to queries and concerns.
  • Provides frequent, clear, and concise reports to leadership regarding ongoing issues, progress updates, challenges, and opportunities.
  • Coordinates and attends department and project-related meetings, prepares agendas and supporting documentation, and distributes minutes.
  • Coordinates and assigns work to trades, contractors, and landlords for Coquitlam, New Westminster, and other properties.
  • Carries out project plans according to established maintenance project methodologies and systems.
  • Reviews monthly Preventative Maintenance work orders, ensures contractors are dispatched appropriately, and schedules and completes work prior to the due date.
  • Ensures contractual services are issued against corresponding Purchase Order (PO) and on-demand services are issued to Worker Order (WO).
  • Monitors project expenditures for budgets and prepares and maintains project budget cost reports.
  • Prepares purchase orders for maintenance supplies, equipment parts, and services based on approved budgets and project requirements.
  • 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.
  • Coordinates Contractor Safety Program with existing contractors and new contractors to ensure contractors' safety protocol meets College expectations and project specifications.
  • Serves as the liaison between the College and contractors regarding safety requirements and ensures that all safety protocols and regulations are communicated effectively to contractors.
  • Ensures trades adhere to WorkSafeBC Occupational Health and Safety regulations and College policies and procedures.
Administrative Services:
  • Maintains project plans and associated communication documents.
  • Prepares/updates project status reports, processes invoices, updates tracking reports, and maintains 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 various operational meetings and groups.
  • Works with other Facilities-related software (AutoCAD, MS Project, CMMS, WiFi clocks, etc.).
Requirements:
  • Completion of an undergraduate degree or a construction technology diploma from a recognized post-secondary educational institution.
  • 3 years of construction site work experience, preferably with the Mechanical or Electrical trades.
  • 2 years of work experience in coordinating projects, including all aspects of project development and execution.
  • PMP (Project Management Professional) certification, or working towards, an asset.

The ideal candidate will possess a 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, are required. The ability to update drawings using AutoCAD and a strong understanding of reading technical drawings, schematics, and equipment specifications are also essential. Familiarity with maintenance planning and scheduling tools, knowledge of current safety standards and regulations, and a thorough understanding of rules and regulations regarding working in confined spaces, fall protection awareness, and the safe handling of hazardous materials are required. The College requires training to ensure compliance with safety standards and protocols in this role.

The Facilities Maintenance Project Coordinator will work effectively both independently and collaboratively as part of a team, demonstrating a high level of accountability, tact, and professional judgment. The ability to adjust to shifting priorities, demands, and timelines in a high-pressure environment is essential. A proven experience coordinating small and large multi-functional projects, resourcefulness, and the ability to use ingenuity to provide creative solutions that meet or exceed internal client needs are required. Excellent troubleshooting/problem-solving and analytical skills, the ability to quickly learn and understand new technologies, and solid organizational skills with demonstrated ability and judgment to prioritize work in a fast-paced environment with competing priorities are also essential.

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