Facilities Management Operations Coordinator

This is a full-time support staff Bargaining Unit position reporting to the Manager, Operations & Maintenance working 35 hours per week at an hourly rate of $36.19
- The incumbent is a customer service orientated individual with the motivation and skillset/training to evaluate and solve the majority of situations within Facilities Management. The incumbent will be responsible for determining the best approach and resource for work orders escalated within Facilities Management. The incumbent will coordinate upgrading and renovation projects and provide project management oversight, which includes coordination with both internal departments and external contractors.
- The incumbent will provide both project and operational support for but not limited to:
- Campus Master Plan Support
- Wayfinding Support and Implementation
- COFSI Report and Additional Facilities Management Reports
- Coordination space allocation including Office allocation
- Coordination of On Campus events
- Support on campus events
- Coordination and implementation of small renovations
- Procurement of furniture (Desk, Tables chairs etc as per College Standard)

The incumbent will act as the primary support resource and a back-up to both the Facilities Coordinator and Facilities Administrative Assistant.**Specific Accountabilities**:

- Operational Support Services- Maintains a thorough understanding of all aspects of Facilities Management. Responding to inquiries on behalf of the Manager and Director.
- Reviews, analyses, assigns, and assists in the coordination of Facilities work orders.
- Provides technical assistance, coordinates, and provides input to the daily activities of Facilities Management staff and resources.
- Collaborate with clients to ensure understanding of operating procedures, services offered, and policies related to Facilities Management.
- Organizes triannual inspections and coordination of classroom and lab space across all campuses as well as coordination of needed repairs.

Project Management Support Services- Analyses requirements and coordinate both internal staff and external staff to ensure that all projects are completed safety, and in a timely manner working directly with Budget officer who will provide financial detail regarding budget.
- Ensures adequate measures are implemented to maintain project costs analysis and project management throughout the duration of the project.
- Liaises with internal stakeholders, professional consultants (architects, engineers, and other professionals), and contractors to ensure all necessary aspects of the project and technical specifications are made available post-project.
- Ensures all facilities required procurement of equipment and materials and coordinate incoming shipments to ensure successful completion of facilities projects.
- Works with the budget officer who will monitor project budgets to evaluate impact to the budget and provide recommendations ensuring successful completion.
- Prepares and distributes written materials for the purpose of documenting project activities, providing written reports for reference and/or conveying information to Facilities staff.
- Develops, and deploys new solutions and create enhancements to existing systems to meet the business needs of the College.

Project Coordination and Space Management- Coordinates with relevant planning committee members on event and space management and ensure all internal contacts are kept appraised.
- Coordinates small renovation projects with the input of the user group, and exterior vendors who may be involved from inception to completion.
- Coordinates as the point person for event requirements, resources required and liaise with internal Departments (Athletics, IT, Facilities, Health & Safety, etc.) and external contracts (Security, Cleaning, Food Services, etc.) for the successful delivery of space management projects.
- Uses AutoCAD skills to examine and modify drawings in support of new projects, events and or space moves
- Supports event logistics and action requirements on the day of the event.
- Supports short-term rentals of space to meet client needs and reconcile all internal and external invoicing.
- Builds strategic relationships which emphasis enhancements, teamwork, and communication with key stakeholders.

Reporting Administration- Maintains and updates all aspects of the Space Management report COFSI (College’s Ontario Facilities Standards & Inventory) Report.
- Maintenance and update the Facilities Asset Report (currently SLAM)
- Maintains, updates, and implements changes to the College’s Wayfinding System to ensure accuracy and future proofing as the buildings change.
- Manage inventory of all office space, classrooms, public spaces, assign office locations, and ensure inventories for all offices meet the needs of the College Community.
- Primary liaison with Registrar’s Office for scheduling to ensure adequate classrooms are available and configuration of classrooms are met