Facility Coordinator

**Company Description**:
IREP Facilities Canada Ltd offers a wide range of facilities management services delivered through a fully integrated platform that is flexible, comprehensive and complete. The flexibility in the IREP service offering enables customers to tailor services to fit not only their needs but also the operational model that is adopted at the facility.

**In order to be granted site access, employees are required to be fully vaccinated.**

**Job Overview**

The Facility Services Clerk - may work in any location on client premises. This individual is responsible for supporting the operations team administratively in several areas, including asset management, managing the quote process for site projects, vendor setup and document updates, daily tracking and reporting of work on site, and assisting with account payables and finance reporting.

**Asset Management**

Work with technicians and Concept team to ensure asset and PM information is as accurate as possible. This can include:

- _Decommissioning old assets._
- _Add new assets with make, model & installation information in coordination with the Ops Manager and technicians._
- _Do periodic audits to make sure asset coding and vernacular in the system is consistent._

**PM (Preventative Maintenance)**:

- Follow up throughout the month to make sure everything is complete in Concept by month-end.
- Update forecasts and frequencies in coordination with Ops Manager and the client.
- Maintain records of vendor inspections as needed.
- Produce reports for management as needed: risk registers, condition assessments, forward maintenance register, confirmation of critical assets, etc.
- Assist with technician work order input as needed.

Asset project work as requested by IREP or the client:

- Work with Operations to gather specialized information on site assets as requested, e.g. HVAC assets and risk mitigation strategies.
- Build spreadsheets dedicated to projects, identifying all information that is needed and presenting it in a clear and comprehensive manner.
- Ensure all information is accurate and up to date.
- Work with team to interpret the data and present solutions and strategies to the client based on project needs.
- If project is deemed to be done across the market: Roll out project to other NAM regions - provide training to managers & admins, and assist with difficulties during the process.
- Collate all project information for NAM and present it to the client

**Quote Management**:

- Build quote requests in coordination with Ops Manager.
- Monitor and maintain the quote process from input to vendor engagement:

- _Quote request entry (scope of work, requestor info, budget amounts)._
- _Obtain approvals from Ops Manager, Finance, and Nokia client._
- _Create and get approvals for Single Source requests when necessary._
- _Prepare RFP requests on large projects in collaboration with Operations Manager._
- _Confirm & upload documentation, quote requests, and POs to SharePoint._
- _Issue PO requests to client and Contract Manager._
- _Perform regular follow-ups on missing information._
- _Keep information updated across platforms (Quickbase, Reactive Maintenance Fund tracking)._
- Submit Nokia POs for Real Estate through the I-Buy system; monitor and follow-up on approvals until PO is generated.
- Submit IREP POs for approval through Mobilise; issue to vendor or technician once approved.
- Work with vendor and/or technicians for the Estimated Completion Date and ensure that work is completed when expected.
- Create weekly update report for Contract Manger and Nokia lab managers on their projects (in coordination with Ops Manager). Attend biweekly meetings with Area Manager to review open work.
- Update job progress in Quickbase from the first request to final billing information.

**ACCOUNTS PAYABLE**
- Weekly reviews and follow-ups for missing vendor invoices.
- Review and approve all vendor invoices as sent by AP:

- _Confirm correct information (POs, dollar amounts, etc) against the daily tracker and advise if changes need to be made with AP or the vendor._
- _Advise AP of any pending credits or secondary invoices that will arrive against the PO in question._
- Attend monthly finance meetings with IREP Finance and Area Manager to review current list of billings due, and any other issues surrounding Nokia billing.
- Assist in developing and updating the annual forecast in collaboration with management and IREP Finance.
- Provide monthly updates on cleaning consumable costs to IREP Finance.
- Provide regular updates on Reactive Maintenance Fund spending to IREP Finance.

**Nokia Billing**:

- Review all invoices to Nokia as sent by AP; request changes to POs, dollar amounts, etc. where needed.
- Upload invoices to Ariba for Nokia billing.

**Vendor Management**:

- Follow-up with vendors for updated banking information or invoice information as needed from AP.
- Forward vendor onboarding package to all new vendors as requested by Ope