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.

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 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; reviews and contributes to terms and conditions on contract and/or purchasing documents.
  • 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 levels.
  • Oversees data entry to the Computerized Maintenance Management System (CMMS) to ensure information is current and accurate.
  • Liaises with various internal and external stakeholders; conveys information and responds to queries, concerns, etc. regarding project status, design, and construction matters.
  • Coordinates and attends department and various project-related meetings; prepares agendas and supporting documentation; prepares and distributes minutes.
  • Coordinates and assigns work to trades, contractors, and landlords for Coquitlam, New Westminster, and other properties regarding installations, moves, set-up, and openings.
  • Carries out project plans according to established maintenance project methodologies and systems to ensure successful and coordinated completion of project components.
  • 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 prepares and maintains project budget cost reports.
  • Prepares purchase orders for maintenance supplies, equipment parts, and services based on approved budgets and project requirements.
  • Evaluates vendor quotes, negotiates pricing, and tracks 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.
  • 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 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.
Skills and Abilities:
  • 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).
  • Ability to update drawings using AutoCAD.
  • 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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