Facilities Coordinator

Please note: Only Canadian Citizens, legal residents or residents with a legal work permit will be considered.

STATUS: This is a full-time, temporary position

JOB START DATE: As soon as possible

SALARY: Commensurate with qualifications and experience

Location: 625 Powell Street – BC Centre for Excellence in HIV/AIDS (BC-CfE), Vancouver BC

ORGANIZATION: The BC-CfE is a world-renowned HIV/AIDS Centre with an innovative, low barrier approach to healthcare delivery in clinical practice and an integrated group of research concentrations in Laboratory Sciences, Clinical Trials, Population Health and Epidemiology, Health Economics and Professional Education Programs. A multidisciplinary team of clinicians including Physicians, Nurses, Social Workers and Peers and researchers including Health Economists, Epidemiologists, Clinical Researchers, Statisticians, Programmers, and Data Analysts work collaboratively to improve the health of British Columbians with HIV and communities facing socio-economic barriers in accessing healthcare.

1. Role Summary

The Facilities Coordinator supports the efficient operation and maintenance of BC-CfE's clinics and offices. Working closely with the Facility Manager, this role coordinates preventive maintenance, repairs, and vendor services; tracks budgets and assets; and ensures compliance with safety and environmental standards. The coordinator also assists with facility projects such as renovations, relocations, and continuous improvement initiatives to maintain safe, functional, and high-performing work environments.

2. Key Accountabilities

• Coordinate and support planning, organization, and evaluation of facilities operations and maintenance across BC-CfE sites.
• Assist in scheduling and monitoring preventive maintenance, repairs, and inspections for building systems (HVAC, electrical, plumbing, security, and life-safety).
• Prepare reports, trackers, and documentation related to facility operations, projects, and vendor performance.
• Collaborate with Facility Manager in developing and tracking budgets for maintenance and capital projects.
• Liaise with internal departments, vendors, and contractors to coordinate work orders, quotes, and procurement of services and supplies.
• Support implementation of safety, security, and environmental compliance programs including inspections and incident follow-up.
• Participate in planning and coordination of renovation, relocation, and improvement projects.
• Maintain inventory and asset management systems for facility materials and equipment.
• Provide administrative and logistical support for service contracts, preventive maintenance schedules, and operational projects.
• Conduct routine site inspections and contribute to the evaluation of facility performance metrics to support continuous improvement and effective management of facilities operations.
• Maintain safe and effective work areas through regular equipment checks, maintenance tasks, and support for safe delivery handling and project safety planning.
• Support the upkeep and maintenance of BC-CfE site operations including Order management, Inventory, Coordination and management of space planning, oversight and coordination of office moves and upkeep of site maintenance and routine inspections.
• Work with the larger BC-CFE Operations team and key stakeholders to maintain Site Business continuity planning and Emergency response plan
• Support facilities manager in the management and upkeep of facilities vendor contracts and service level agreements
• Assist the Facilities team in managing and delivering site redevelopment projects, including planning, coordination with vendors, and tracking progress to ensure completion within scope, schedule, and budget.
• Support documentation and reporting of project expenses, updates, and final records to ensure compliance and smooth project closeout.

3. Qualifications

Education, Training and Experience

• Grade-12 or Diploma /Certification in Project Management or Diploma/Certification in Business Administration or equivalent combination of education, training.
• Preference will be given to candidates with a Bachelor in Business Management/Administration degree.
• Three to five years of experience in facilities coordination, including at least three years of hands-on experience managing and implementing projects.
• Strong mechanical aptitude with experience in construction or renovation projects, and proficiency in reading and interpreting floor plans.

Knowledge, Skills and Abilities

• Ability to collect, analyze, and synthesize information to produce accurate reports, documentation, and recommendations.
• Demonstrated skill in developing, implementing, and evaluating programs, with the capacity to collaborate effectively and foster positive working relationships.
• Proven problem-solving and decision-making skills, applying innovation, systems thinking, and creativity to complex issues.
• Ability to work independently with minimal supervision while contributing effectively as part of a team.
• Competence in leading and supporting team initiatives to achieve organizational goals.
• Excellent interpersonal skills, including tact, diplomacy, and the ability to work effectively with individuals at all levels, both internal and external to the organization.
• Proficiency in operating related equipment and software applications, with the physical ability to perform the duties of the role.

4. Reporting Structure

Facilities Coordinator reports to the Facilities Manager of the BC-CfE or their delegate.

Please include resume and cover letter outlining how your skills are applicable to this role and your research experience and interests. Include the job title you are applying for in your email subject line.

CONTACT: Human Resources Coordinator;

APPLICATION DEADLINE: until position is filled