Facilities Coordinator

Reporting to the Manager, Facilities, the Facilities Coordinator is responsible for the coordination of day-to-day activities to support various programs within Facilities. The Facilities Coordinator will be responsible for allocating and assigning work requests, coordinating program requirements, contractor management, and contract administration requirements related to the maintenance of all buildings or properties.

KEY RESPONSIBILITIES:

• Coordinates all Facilities-related project work and ensures the work is completed on time while maintaining strong communication with relevant stakeholders
• 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
• Operate vehicles requiring a Class G license and associated equipment
• 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
• 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 Risk Assessments, Pre-Job Meeting execution and other Project related Health & Safety topics
• 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 audits and inspections as required on a biweekly/monthly basis (ISO, 5S)
• Develops memos regarding emergency work or notifications for company-wide release
• Supports Facilities Team or other departments within Toronto Hydro as required in any other activities or initiatives as required

REQUIREMENTS:

• University Degree in Business Administration, Engineering, or related field
• Three (3) years of Project Management, Contractor Management, and/or Project Coordination experience
• Valid G class drivers’ licence
• Experience using SAP (or any ERP software) and advanced MS Office skills
• Experience with project management, contracts, invoicing
• 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, and ability to communicate with many levels of the organization
• Superior verbal and written communications skills