Building Services Coordinator
About The Position
At Sienna, we empower our team members across Ontario, British Columbia, Saskatchewan and Alberta to help our residents live the life they desire and deserve. Our purpose is simple: to cultivate happiness in daily life! The role works out of our corporate head office in Markham, ON five days a week. Reporting to the Director, Building Services, the Building Services Coordinator provides administrative, and project coordination support to facilitate the successful delivery of capital projects, strategic renovations and maintenance programs across the portfolio. This role supports the ongoing maintenance of company assets, ensuring comfortable, safe, compliant and efficient conditions for residents. The Building Services Coordinator collaborates closely with internal teams and external stakeholders to ensure key deliverables are met, documentation is maintained and resources are effectively managed to support strategic objectives.
Requirements
- Post Secondary education in Facilities Management, Construction, Engineering Technology, Business Administrations, Project Management or a related field.
- 3-5 years experience in facilities, property management, maintenance or project coordination.
- Experience working with Microsoft Suite (Word, Outlook, Excel, PowerPoint, etc.)
Nice To Haves
- Experience with Computerized Maintenance Management System (CMMS) a strong asset; Maintenance Care preferred.
- Experience with Yardi or similar Enterprise Resource Planning (ERP) a strong asset.
- Strong organizational skills with the ability to effectively prioritize competing takes, manage multiple deadlines, maintain accurate records and ensure work is completed efficiently and with attention to detail.
- Ability to assess complex information, identify issues and trends, exercise sound judgement, and develop practical, evidence-based recommendations and solutions.
- Highly motivated self-starter with a “can-do” attitude and the ability to take initiative, prioritize and word productively without supervision under demanding timelines.
- Ability to communicate clearly, concisely and professional through verbal and written communication, build positive working relationships and effectively engage with diverse stakeholders.
Responsibilities
- Coordinate daily administrative activities, maintaining records and supporting departmental projects and initiatives.
- Create, process, monitor and troubleshoot Purchase Orders (Pos) in Yardi, ensuring accuracy, compliance with organizational policies, timely approvals and resolution of discrepancies.
- Coordinate invoice processing and maintain project documentation.
- Prepare reports, meeting agendas and minutes and departmental correspondence, ensuring information is accurate and effectively communicated.
- Administer utility rebate applications and supporting documentation.
- Maintain accurate utility project records and reporting, including organization project documentation, monitoring rebate approvals and payments, tracking project milestones and maintain records to support financial reconciliation.
- Assist Regional Building Services Managers with RFQs, scopes of work, operational plans and project administration.
- Coordinate communication between key stakeholders including Operations, Finance, Consultants and Contractors.
- Support departmental process improvements and standardization initiatives.
- Administer and maintain the Maintenance Care CMMS across all communities.
- Coordinate the setup and maintenance of asset records, preventative maintenance schedules and equipment databases.
- Standardize asset data, maintenance procedures and system templates across the portfolio to promote consistency, improve data quality, support best practices and enhance operational efficiency throughout all communities.
- Produce maintenance, asset and lifestyle reports to support operational performance monitoring, maintenance planning, asset optimization and budget development.
- Monitor CMMS data integrity and support continuous system improvements.
- Support the planning, coordination and execution of strategic renovations, capital projects and suite renewal programs.
- Assist with project documentation, procurement, scheduling and reporting.
- Maintain accurate and comprehensive project reports and support project close-out activities.
Benefits
- A competitive compensation and vacation package
- Employer Paid Health & Dental Benefits
- RRSP with Company Match
- Share Ownership and Reward Program (SOAR)
- Employee Share Purchase Plan with Company Match
- Continuous learning and growth so you have the skillset needed to succeed and take on new challenges
- A welcoming culture that values diversity and differing perspectives, experiences and beliefs
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
