Coordinator, Peel Housing Corporation

Regional Municipality of Peel

2d • Hybrid

About The Position

Provide coordination and support to the Operations and Technical Services Teams and act as a liaison with vendors for responding to service requests.

Requirements

• A satisfactory Level 1 Criminal Record Check obtained directly from a police station (third-party background checks will not be accepted).
• Post secondary education in business administration with one to three years’ office experience; or an equivalent combination of both education and experience in property management and/or integrated pest management administration.
• Ability to compile and analyze information.
• Excellent verbal communication skills to interact effectively with management, staff, and vendors.
• Strong written skills needed for minute taking and draft correspondence.
• Effective time management and organizational skills and the ability to deal with shifting/changing priorities and competing demands
• Proven ability to problem-solve and be proactive.
• Strong computer knowledge in Microsoft Office Suite, SharePoint, and Teams
• Committed customer service focus with a high degree of tact and diplomacy.
• Detail oriented to ensure a high standard of professionalism
• Ability to work in a self-directed manner within a collaborative team environment.
• Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias

Responsibilities

• Input and update asset information in Megamation or other Enterprise Asset Management systems and Computerized Maintenance Management Systems for facility asset information, work order costs for facility repair and maintenance activities.
• Administration of section documents in HTI,various platforms such as SharePoint, Maintenance Management systems, or other document management system.
• Process invoices, monitoring Purchase Order status and expenditures.
• Schedule, Monitoring and tracking status of preventative and demand maintenance activities and updating Megamations/Enterprise Asset Management Customer Relations systems and databases such as Salesforce, IBM Maximo, Megamation, and other software; administers the work order system for demand repairs, and closes Preventative Maintenance work orders for Peel Living buildings.
• Monitoring work order process for bench marking – reviews and reports to the leadership team current operational measures key statistics.
• Proficiency in MS Office, Megamation or other EAM systems as well as familiarity with an ERP.
• Arrange and confirm meetings, take minutes and prepare follow-up actions, copies information for the team on Health & Safety procedures and uploads information into SharePoint.
• Assist with Research relating to costing of product and equipment.
• Work with external vendors on resolving discrepancies
• Coordinate schedules for Building System Maintenance by vendor with Specialist, Vendors and Operations team in accordance with Residential Tenancy Act (RTA) requirements by providing appropriate advance notification to the Ops team to deliver notices to the tenants.
• Schedule and coordinate PHC managed property/building sites as required to arrange access for Vendor personnel for preventative maintenance work and on-demand repair work to ensure services are completed in a timely manner as per agreed upon service standards within the contract.
• Monitor, update and maintain Work Order (WO) service schedules within a scheduling system, the Customer Maintenance Management System, Enterprise Asset Management or Enterprise Resource Planning systems.
• Review performance of Vendor in terms of service delivery timelines and report issues to the Specialist or Supervisor to ensure timely service delivery.
• Monitor and update records of maintenance and assets in the CMMS or EAM system and coordinate updates to these records with appropriate staff or update them as required.
• Review system generated analytics or generate reports and analysis on as needed basis to support maintenance program, WO management, financial management of Service contracts from Purchase Order and Budget perspective.
• Monitors vendor performance during the term of the agreement and escalates when vendor is underperforming and coordinates the completion of vendor performance review at the end of the contract.
• Prepares agendas and attends meetings and completes meeting minutes for distribution
• Prepares schedules for Specialist building walkthroughs and follows up with site staff to confirm completion of all deficiencies found
• Prepares invoices by coding and payment certificate documentation for pest treatment activies for approval and processing
• Supports the invoice approval and WO-invoice reconciliation process to ensure timely invoice processing, issue resolution and financial alignment with budgets and Pos.
• Supports process enhancements and assist with documentation of processes and evidence for conclusions and recommendations for continuous improvement.
• Prepare standardized communications for tenants about maintenance activities impacting their unit.

Benefits

• Comprehensive Health, Dental, Vision benefit plan including psychological health, effective start date
• Automatic enrolment into OMERS pension plan (where applicable)
• Accrue Vacation on a monthly basis (where applicable) starting at 3 weeks per annum
• 3 Paid personal days and floating holidays
• Flexible hours supporting your wellness and wellbeing
• Annual performance review and merit increases based on performance
• Supportive leadership and a culture of respect and inclusion
• Access to tuition reimbursement (where applicable) and learning and development resources

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree