Facilities and Planning Coordinator

Facilities and Planning Coordinator

Our District
From coastal beaches to mountain forests, North Vancouver School District - “the natural place to learn” - provides world-class instruction and a rich diversity of engaging programs to inspire success for every student. Our 25 elementary and 7 secondary schools, 2600 staff and 16,000 students offer a safe and nurturing environment based on trust, respect, responsibility and collaboration. We are looking for enthusiastic and positive individuals to _learn, share and grow_ with us in “the natural place to work”.

The Role
The Facilities and Planning Coordinator will be primarily responsible for supporting the Facilities and
Planning team with project development, plus the delivery and execution of operational support services.
The role will support the Facilities and Planning Department which includes: Rentals, Service Operations,
Maintenance and Planning. In addition the role will also work in close alignment with School
Administrators, Health & Safety and ICT with the ongoing design and site coordination of a variety of projects.

Duties & Responsibilities
Operational Support Services
- Providing oversight and guidance of the Cheakamus Centre’s Facilities Management vendor in the execution of maintenance programs.
- Oversee and assist with the development of asset management planning priorities for the infrastructure and buildings, including Cheakamus Centre.
- Assist with the development and delivery of minor capital and life-cycle renewal projects throughout the North Vancouver School Districts portfolio of properties.
- Oversee and develop maintenance and equipment plans for mobile assets (school buses, trades vehicles, equipment and related infrastructure).
- Oversee and develop maintenance and equipment plans for school-based Video Surveillance and Card

Access Systems.
- Develop best practices and provide global support, training and oversight for security related systems and infrastructure.

Strategic Leadership
Contribute to the continuous optimization, improvement and efficiency of the Facilities and Planning team, including:

- Evolution of standard practices.
- Review and update owner’s project requirements.
- Introduction of new best practices.
- Assist with the development of maintenance plans and warranty regimes for new buildings and systems.
- Prepare service level agreements for tendering specialized services, such as fire and life-safety maintenance.
- Assist the Service Operations Managers and the Manager of Energy and Sustainability with project development and execution.

Business Development & Operations
- Conducting facilities inspections and physical audits of properties.
- Coordinating consulting studies and reviews of existing building systems and replacement/upgrade options.
- Contract administration, construction coordination, and contractor supervision.
- Manage and administer contemplated change orders and process.
- Participate in building commissioning and administer resolution of post-construction deficiency issues.
- Oversee the coordination and move-in at project occupancy stage, including coordination of new equipment delivery and installation.
- Update building documentation, such as design aid sheets, fire safety plans,and site drawings to reflect as-built conditions.
- Maintain School Districts digital library of as-built drawings, and operations and maintenance manuals.
- Utilizes the Computerized Maintenance Management System (CMMS) to coordinate all work requests, inspections and asset work history.
- Works closely with the Service Center Coordinator to update any changes to asset information in the CMMS.
- Coordinates client communications regarding the Cheakamus sites.
- Facilitate Annual Insurance and Capital Asset Management Systems condition assessments and audits.
- Coordinate follow-up actions and complete closure reports with regard to the above inspections.

Financial Planning and Management
- Compiling project estimates and expenses for annual capital and operating budgets and grant submissions.
- Development of minor capital projects scope, coordination of design and specifications for RFP’s and tenders.
- Utilizing tools, such as the Ministry’s Capital Assessment Management System (CAMS) to identify and prioritize life-cycle renewal projects.
- Utilizing tools such as the Ministry’s Capital Asset Planning System (MyCAPS).
- Responsible for developing detailed operating budgets for projects.

Qualifications/Skills
- Ability to meet deadlines, manage time and prioritize duties
- Ability to work flexible hours or schedule
- Ability to problem-solve, negotiate and work effectively with others
- Ability to communicate effectively with leadership, staff and public
- Strong customer/client service background
- Ability to work independently with limited supervision
- Ability and experience managing employees in a unionized environment
- Expertise and knowledge with the design and operation of co