Work Scheduler

Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving, and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy, collaborative environment of learning, respect, and innovation.

This is a place where employees are valued and recognized for their talents and contributions to our success. Our employees take pride in making a difference in people's lives through the work that we do. We are looking for people like you to help make it happen.

**The Role**:
Develops, coordinates, and administers schedules for facilities work requests for region-owned and leased buildings (including for Waterloo Region Housing) to be carried out by staff and contractors, to maximize service efficiency and value to the Region.

**Duties/Responsibilities**:
Schedules staff and contractors (annual, weekly, bi-weekly, daily) per service level agreements, work orders (demand, corrective, emergency, preventive), project plans, and projected needs. Coordinates staff resources to maintain service targets established by management and service agreements. Updates daily and weekly staff schedules according to shifting priorities, work plans, emergency situations, and changes to staff complement, in conjunction with property management supervisors and Chief Building Operators (CBO).

Receives, prioritizes, and distributes work orders to staff through the electronic maintenance management system. Reviews work orders to identify scope of work, priority, trade requirements and account numbers for charge-out purposes. Determines labour hours and parts and material requirements; orders materials as required. Identifies permits and special health and safety issues. Monitors work orders for status and work completion.

Reviews preventive maintenance (PM) work orders for accuracy and completeness, according to timeline requirements. Schedules same, ensuring availability of materials and equipment required. Recommends revisions to optimize staff resources.

Coordinates activities and work schedules of contractors performing maintenance work. Determines need for contracted services, referencing approved contractor list or obtaining estimates for supervisor approval. Monitors, tracks, and schedules contracted work according to contract terms and conditions. Obtains and processes required documentation for contractors (e.g., WSIB, licences).

Maintains files on service contracts and outstanding work orders. Reviews contractor work orders regularly and follows up regarding work assignment status and expected completion date, with supervisor or CBO. Reviews and investigates incomplete work orders. Reschedules work, resubmits work orders, and communicates information to clients.

Responds to internal clients and tenants, including Waterloo Region Housing tenants regarding the status of scheduled and requested maintenance.

Responds to emergencies by contacting maintenance staff by phone to describe the location and nature of work to be performed. Communicates with supervisor regarding emergencies, updates from the field, or special purchase requirements, as necessary. Assigns and/or coordinates work orders for after-hours events/meetings (e.g., lighting, custodial) based on established criteria.

Prepares and tracks work order-related reports (e.g., management summary, staff hours, backlog, job costing, response times). Prepares reports for key performance indicators (KPI’s), monthly meetings, and budget overview.

Maintains an inventory stock of materials used by staff to complete work. Updates inventory and orders stock, as required.

Recommends changes to existing/prospective maintenance contracts. Assists in resolving nonconformance issues of contracted work with CBOs. Analyses trends in service and identifies ongoing materials/equipment needs to recommend service improvements/efficiencies to management.

Participates in internal audits (e.g., outstanding work orders).

Prepares 24-hour notices and general information and arranges hand-delivery to tenants.

Exchanges information with corporate call centre regarding emergency calls or unclear information.

Issues contract work arrangements, from preapproved list/supervisor approval. Obtains estimates for contract work over $5,000 and makes recommendations. Authorizes rental agreements for hot water heaters used in housing units, per established contracts.

Communicates with Regional staff regarding work order status, facility issues, emergencies, incomplete work orders, and to resolve issues. Notifies the building emergency response team on updates to emergency work plans.

Backs up other administrative staff.

Performs related duties as assigned.

**Knowledge, Skills, and Abilities**:
Knowledge of current building maintenance practices and building management procedures ac