Facilities Coordinator

Position Overview

This role is responsible for providing facilities related coordination and support for FortisBC.

Responsibilities

• Administers the operation of the company’s security systems, including:
  • responding to and acting as first line support in respect to security concerns;
  • communicating with staff, management, security company(ies) and building owners regarding security procedures and issues;
  • assists in trouble shooting causes of false alarms and work with service providers regarding the causes to correct the problems;
  • responding to emergency calls on weeknight and weekends;
• Ensures facility services such as heating, ventilation and air conditioning, white noise, custodial services, carpet cleaning, security fire safety and related facility services are maintained to applicable standards by:
  • liaise with employees, maintenance staff, tenants and service providers to resolve problems and ensure appropriate service levels are maintained;
  • prepares scope of work and purchase requisition or local service contract as required; following up to ensure delivery of goods and services, and ensure the accuracy, integrity and appropriate approval of all billing prior to processing;
  • provides and maintains a list of contractors for invitation to tender;
  • coordinate and administers the service contract and performs periodic audits to ensure quality of service is to company requested standards;
  • meet with service providers to provide site and safety orientation, companies’ standards and policies.
• Administration of the operation and maintenance process and tools including:
  • creates, reviews and updates records in the computerized maintenance management system;
  • updates and reviews records in the ticketing system.
• Works with the business units as project manager to ensure successful implementation of modification, renovations and moves including:
  • meeting with clients, determining requirements, identifying changes on plans and contracting for and monitoring the work of service providers as required.  Develops and maintains an ongoing working relationship with service providers;
  • reconciling conflicting requirements, employee requirements, personal request, corporate policies with tact and diplomacy;
  • developing implementation approaches which minimize business disruption;
  • developing budgets obtaining necessary permits and approvals and preparing gross and detailed schedules;
  • advises managers and employees of planned changes and ensure that proposed and actual construction complies with company and building standards;
  • obtains cost quotations from selected service providers, and when applicable, participates in the preparation of tender documents, reviews tenders and makes selection recommendations; advises successful service provider of applicable procedures for completion of work and monitors progress during work;
  • liaises with and coordinates activities with the B&ITS relative to changes;
  • manages moving day activities. 
• Meets with tenants on any requirement they request such as:
  • working within the lease agreement;
  • reviewing requested tenant improvements to ensure they meet our company standards;
  • providing access to building base equipment.
• Maintains documentation related to Facilities, including:
  • maintaining building system, office equipment and workspace inventories, configuration records and related information;
  • providing input regarding the development and monitoring of the company’s standards relating to the use and maintenance of the building system, office furniture and equipment for continuous improvement and continuity.

• Ensures effective utilization of building and office systems and related practices through client   orientation, communication, training and support documentation, including:
  • developing, maintaining and distributing employee, tenant and service providers documentation and communication;
  • identifying training requirements;
  • coordinating training sessions conducted by service providers;
  • conducting training sessions for new employees or programs to address operational problems.
• Coordinates and summarizes budget including:
  • prepare targets, budget comparison and analysis for cost control;
  • provides input for budgets and projects;
  • maintains a multi year maintenance budget plan and schedule
  • codes and approves invoices.
• Administers the Corporate Records Management System, including:
  • developing and maintaining a Corporate Records Management Directory Manual, including a recommend corporate records retention schedule based on requirements of end users;
  • developing an effective off-site storage facility meeting client requirements;
  • analyzing records and recommending improved records management and storage methods and procedures; including analyzing work flow patterns, equipment, space utilization, legal requirements, retrieval practices and emerging records management technology.
• Attends vendor courses and similar presentations, and maintains open communication to   ensure a current knowledge of building and office systems.
• Requires periodic travel to facilities within our geographical servicing area.
• Performs duties of a minor nature related to the above duties, including driving a vehicle, which do not affect the value of the job.

Requirements

• Successful completion of Certificate in Facilities Management, Operations Management, Business, or a related field from an accredited post-secondary institution.
• Four (4) years directly related relevant experience, of which one year experience involves managing facility projects.
• Working knowledge of computer systems operations, environment and peripherals and various applications software in use in the department (SAP & suite of MS Office products).   
• Oral, interpersonal, negotiating, and conflict resolution skills including the ability to respond to difficult or demanding situations with tact and diplomacy.
• Analytical, organizational, and written communication skills.
• Ability to read and interpret building construction drawings.
• Sound knowledge of office systems planning and layout.
• Intermediate level keyboarding skills including the ability to format correspondence, reports and charts.
• Valid British Columbia driver’s license.