Facilities Coordinator

**WORK ILLUSTRATION**:
The Facilities Coordinator is responsible for managing the day-to-day activities to support all facilities staff, various facilities and substation projects as part of the facilities capital and operating plan program. The Coordinator uses the departmental technology system to allocate and assign work requests and coordinates all aspects of planning, design preparation and contract administration related to the maintenance of all buildings and properties.

The incumbent is expected to behave ethically and follow the established code of business conduct, policies and internal control procedures, laws and regulations governing Toronto Hydro.

**KEY RESPONSIBILITIES**:

- Coordinates all Facilities-related work and ensures the work is completed on time while maintaining strong communication with relevant stakeholders
- Utilizes client self-service portal to interrogate work requests when necessary and pull relevant data
- Reviews and monitors day-to-day outsourced Facilities contractor performance, and project completion. Creates purchase requisitions, processes invoices, and ensures vendors are paid in an accurate and timely manner
- Responsible for contract administration, by coordinating, reviewing and involving appropriate stakeholders during the design phase of the project. Manages the Notice of Contractors (NOC) issuance process to ensure communication of work to key stakeholders
- Consults with internal business units to plan for the execution of Facilities projects or activities, and coordinates needs with internal stakeholders, external consultants, suppliers, contractors, etc.
- Accountable for the planning and execution of projects (smaller and lower risk projects); Provides cost estimates and schedules to monitor and track budgets, performance, quality, scope and productivity
- Provides direction to contractors on material selection, inspection requirements, schedules and overall project execution
- Works with vendors to source appropriate materials on a timely basis
- Creates Request for Proposal (RFP) documents for submission to procurement, reviewing tender/RFP submissions and/or drawings, and bid evaluations. Ensures business needs are reflected in the RFP bid documents; responsible for answering queries from vendors related to the bid process
- Investigates and follows-up on submitted work requests from both internal (All Toronto Hydro departments) and external customers. Utilizes departmental technology system reporting and analytics to review work order submissions on a day-to-day basis to ensure work orders are closed in a timely manner. Monitors pace and quality of work order closure
- Conducts field visits (to Toronto Hydro owned stations and other owned assets) with contractors. gathers information for project completion status and/or health and safety investigations. Ensures contractor health and safety practices are in compliance with required legislative health and safety rules and regulations
- Collaborates with Environment, Health & Safety team on JSA development, safety improvements, and inspections
- Prepares reports, updates records and documents pertaining to projects; Performs departmental administration activities as required. Proactively initiates process improvement initiatives
- Reports monthly on KPIs related to work order performance
- Completes building inspections as required on a biweekly/monthly basis (ISO, 5S)
- Develops memos regarding emergency work or notifications for company-wide release
- Supports Facilities Team in any other activities as required
- Support initiatives of other teams/departments within Toronto Hydro as required

**COMPETENCIES**:

- University Degree in Business Administration, Engineering, or related field
- Valid G class drivers’ licence
- 2-3 years' experience working with Facilities management, contractor management, and project coordination
- Experience using SAP (or any ERP software) and advanced MS Office skills
- Knowledge of Computerized Maintenance Management Systems (CMMS)
- Basic knowledge of contracts, invoicing/coding
- Previous experience working in a unionized environment preferred
- Knowledge of Facilities operations and office moves
- Project management experience
- Conversant with office building operational equipment (Electrical, Mechanical, Security, Civil)
- 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 perform work in a manner that ensures own health and safety and the safety of others
- Ability to act as a safety leader by incorporating sustainable safety and environmental considerations into business decisions and actions
- Excellent project management, time management organizational skills
- Strong interpersonal skills
- Superior verbal an