Facilities Coordinator

Reporting to the Manager, Real Estate, the Facilities Coordinator is responsible for managing the day-to-day activities to support various Real Estate projects within our facilities, properties, and distribution related corporeal property rights. The incumbent will also assist in managing the corporate real property portfolio, ensuring the protection of property interests and regulatory compliance. The Facilities Coordinator will also monitor, track, gather, analyze, and compile data to generate recommendations for decision making; conduct cost benefit studies and develop business cases; administrate property agreements, and facilitate the financial planning and transactions.

**KEY RESPONSIBILITIES**:

- Provides timely and accurate reporting associated with corporate real property mandates on a periodic or ad-hoc basis; including preparing weekly and monthly Departmental/Divisional reports and presentations, including financial budgets and project status reports
- Overseeing the administration of Leases, Licences, Crossing, Access, Easement and other agreements across the organization, ensuring timely payment of rent, compliance with obligations under the agreements, providing formal notices (renewals, construction notifications, etc.) and managing ad-hoc issues that arise in relation to the agreements.
- Reviewing and monitoring Facilities contractor performance as it pertains to dispositions and acquisitions. Creates purchase requisitions in SAP, processes invoices, and ensures vendors are paid in an accurate and timely manner.
- Processing Property Acquisition Requests from various business units and working alongside Legal Services, provides advice on the appropriate property rights to be secured.
- Facilitating the engagement with external and internal stakeholders in relation to the development of property licences (access agreements, crane-swing agreements, staging agreements etc.).
- Administering contracts, by coordinating, reviewing and involving appropriate stakeholders during the design phase of the project.
- Preparing and distributing Meeting Minutes and Action Logs in meetings involving the Real Estate or Facilities group.
- Creating Request for Proposal (RFP) documents for submission to procurement, reviewing tender/RFP submissions and/or drawings, and bid evaluations. Ensuring business needs are reflected in the RFP bid documents; responsible for answering queries from vendors related to the bid process.
- Supporting the Contract Administration of vendors as per the Contractor Management program (communications, health and safety compliance audits, project site and work inspections, and service agreement compliance).
- Supporting the execution of projects (smaller and lower risk projects), including scheduling of tasks and meetings, monitoring and tracking budgets, performance, quality, scope and productivity.
- Assisting business units and external parties (residents, Councillor’s office, developers, etc.) with real property information inquiries and investigations.
- Maintaining and ensuring accuracy of Real Property Management system/database (ARCHIBUS) and alignment with the ERP system.
- Conducting field visits (to Toronto Hydro owned stations and other owned assets) to gather information for project completion status and/or health and safety investigations.

**REQUIREMENTS**:

- Bachelors Degree
- Three (3) years of Real Estate management or administration experience; Contractor Management, and/or Project Coordination experience
- Valid G class drivers’ licence
- Superior verbal and written communication skills with strong influencing and negotiating skills.
- Excellent project management, time management organizational skills.
- Strong stakeholder engagement and project management skills.
- Advanced Microsoft Office skills (Word, Excel, and PowerPoint).
- Knowledge of property acquisition and disposition process, real property rights principles and urban planning policies, procedures and methodologies.
- Experience with AutoCAD, GeoWarehouse, MS Project, SAP, Visio and other project management tools considered an asset.
- Experience working for a Utility preferred.
- Experience administrating lease and licence agreements, in the capacity of both a tenant and a landlord.
- Contractor management and project management experience.
- Knowledge of ARCHIBUS or other Computer-Aided Facility Management (CAFM) considered an asset.
- Ability to suggest changes or to support new and/or modified processes which contribute to improved productivity and departmental/divisional performance.
- Ability to accept work assignments with a clear understanding of related quality, quantity, cost and performance targets / expectations.
- Ability to act as a safety leader by incorporating sustainable safety and environmental considerations into business decisions and actions.

Toronto Hydro has introduced a Hybrid Work Arrangement. This position allows for remote work up to three days per week, based on bus