25-25 Facilities Coordinator

**The Opportunity**

The Facilities Coordinator is accountable for coordinating, administering, and monitoring a variety of services related to the Technical Safety BC Facilities and Fleet portfolio. This position is required to be in office from Monday to Friday. The coordinator will be responsible for supporting the Facilities team which includes, handling the day-to-day operations of the physical workspaces and ensuring the facilities are functional and well maintained. In this role, you will coordinate maintenance services, vendor relationships, and workplace services to provide an efficient and comfortable environment for employees and visitors.

**Status: Casual, Full-Time, Union**
**Number of Positions: 1**
**Pay Grade: 12 ($31.04 - $35.95 per hour)**
**Location: Vancouver (required in office 5 days a week)**
**Reports to: Leader, Health & Safety**

**As a Facilities Coordinator, you will**:

- Administer the security building access system, authorizing and distributing of the access card system as well as the key schedule tracking program for doors and furniture for all Technical Safety BC locations.
- Ensure that the Renfrew facility is kept and maintained in a clean state, responding to maintenance requirements or office issues in a timely manner.
- Serve as the primary point of contact for facilities issues (i.e. office supply orders, maintenance issues) including monitoring Facilities mailbox, and responding to and closing system generated (JIRA) tickets in a timely manner.
- Key contact for all Fleet Drivers as a resource for repairs, maintenance, and the collection of Quarterly Reports
- Maintain positive working relationships with building owners, managers, vendors and contractors.
- Work with landlord offices to deal with maintenance issues, alarm testing, etc.
- Coordinate and track contracts for facilities and corporate services.
- Coordinate repair of facilities and furniture as well as warranty claims.
- Coordinate with regional office contacts to ensure their facility requirements are met.
- Communicate janitorial needs to service providers for all Technical Safety BC offices.
- Support in space planning, moving and renovation projects ensuring continuous communication with leaders, employees, vendors and contractors.
- Places order for facility equipment and furniture in a timely manner while ensuring purchases meet budget requirements, monitors delivery time and works to resolve any issues with suppliers.
- Provide support with regards to vehicle insurance renewal, vehicle acquisition and disposition.
- Administer Technical Safety BC’s parking space assignments at the Renfrew office, liaising with the Landlord’s office to reconcile parking invoices, collecting pre-payments, authorizing payment to the Finance department, and coordinating payroll deduction.
- Responsible for the maintenance of on-site supplies, online ordering and the stock inventory control program.
- Review invoices for accuracy, distributes for review, investigates discrepancies, authorizes for payment within spending authority and recommends for payment outside of spending authority.
- Submit monthly and annual accruals for Facility-related expenses to Finance for budget purposes.
- As the Records Management Liaison for the Facilities department, you will prepare records for off-site storage and disposal in accordance with Technical Safety BC’s records classification and retention schedule
- Act as Technical Safety BC liaison with our Fleet provider. Investigate and authorize repairs.
- Act as Technical Safety BC liaison with our Telematics provider to assure all units are functional.
- Act as Technical Safety BC liaison with our insurance provider and ICBC.
- Coordinate logistics of the annual vehicle refreshment strategy.
- Support Facilities Business Partner and Leader, Health & Safety with ad hoc projects as required.

**Knowledge, Skills & Experience you have**:

- Three years’ related administrative experience including in facilities and asset management.
- Excellent communication skills and the ability to build and maintain positive working relationships
- Certificate or diploma in Office Administration on related field preferred.
- Knowledge of the principles of asset management and inventory control.
- Proficiency in office software including Word, Excel, Outlook, and various vendor programs.
- Excellent skills in time management, organizational skills and problem solving.

**Beyond the role**:

- **Community & Wellness** - We recognize and respect each other’s diverse needs. We strive to maintain a healthy culture of psychological safety, belonging, and space to prioritize healthy minds and well-being. This includes Wellness Wednesday (meeting free time), flexible paid holidays, a free subscription to the Calm app, and a flexible hybrid work environment focused on connections. Our teams also enjoy giving back to the community, and having fun, whether volunteering in the community, or running together on ou