Workflow System and Asset Management Coordinator

**Duties and Responsibilities**:
Reporting to the Manager, Property Services, the Workflow Coordinator is responsible for streamlining workflow processes and assisting with the development of an improved workflow tracking system. This includes assisting clientele with service requests to the Service Centre and with coordination of the service requests in the appropriate asset management program, and assisting with the development of the workflow system. Facilities Management and Planning currently uses the CMMS software for asset management and work order management.

The incumbent works with internal and external customers as well as with skilled trades personnel and management to streamline workflow through the department. This person will display high standards of diplomacy and professionalism, and functions with a considerable degree of independence.

The incumbent provides facilities management expertise to the full campus and will require regular interpersonal interactions and collaboration with departments at Carleton such as housing, athletics, and any external partners. Special attention is given to ensure equitable service delivery across all locations.

The incumbent will work to coordinate service between contracted services, skilled trades, project requests, preventive and deferred maintenance to optimize service delivery of the organization.

The incumbent will be instrumental in working with management and the skilled trades to expand the preventive maintenance programs to reduce reactive service work orders.

**Qualifications**:
**The incumbent must possess the following qualifications**:

- Experience in working in an environment in which multi-tasking is required.
- Excellent organizational skills and the ability to set priorities are essential skills, as well as demonstrated resourcefulness, decision making ability, and flexibility and must have the ability to work quickly and accurately under pressure.
- Must be able to prioritize tasks, meet deadlines to meet changing needs, and take initiative without supervision.
- Analytical and problem solving skills are required to identify issues and support an appropriate course of action.
- Must possess excellent interpersonal and communication skills to provide excellent liaison services. Leadership skills and the ability to participate as an effective team member are essential in the timely and successful completion of projects.
- Given the nature of the facility operation with 24/7 occupancy by students, staff and guests, the incumbent will have responsibility for ensuring that issues that arise after hours are properly attended to. It is expected that regular inspections during days, evenings and weekends will be required, often with short notice. During emergencies, the incumbent may be required to return to campus outside regular work hours.

**Education and Experience**:
**The above is normally acquired through the completion of**:

- Completion of a two year diploma in building construction (or related field),
- Completion of a one year program in Building Information Modeling.
- Minimum of 5 years’ of progressively responsible experience in facilities management, including experience in program development and implementation.
- Experience working within an educational facilities operations department setting considered an asset.

**HR Note**:
Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications. Please note that applicants may be required to complete an employment test as part of the selection process for this position. Those applicants that are selected for an interview will be requested to contact the Human Resource Advisor assigned to this competition as soon as possible to discuss any accommodation requirements. Arrangements will be made to accommodate your request in a timely manner. Carleton University is strongly committed to fostering diversity within its community as a source of excellence, cultural enrichment, and social strength. We welcome those who would contribute to the further diversification of our University including, but not limited to: women; visible minorities; First Nations, Inuit and Métis peoples; persons with disabilities; and persons of any sexual orientation or gender identity and expressions.