Facilities Coordinator

YWCA Toronto•Toronto, ON

7d•Onsite

About The Position

The Facilities Co-ordinator is responsible for providing administrative support to the Director of Property Services & Asset Management, and works with the Facility Managers on CMMS System and procurement. The position is responsible for multiple housing and shelter properties as well as commercial properties at Elm. YWCA Toronto transforms lives. As the city’s largest multi-service women’s organization, we help women and gender diverse people escape violence, move out of poverty and access safe, affordable housing. We work tenaciously to break down barriers that hold women and gender diverse people back from achieving equality.

Requirements

In-depth knowledge in Facilities Administration, Property Management Administration, Business Administration or Project Administrator normally acquired through the completion of a specialized program and/or university degree. (Cases for Equivalency will be considered);
Experience completing small scale construction or operational projects;
Knowledge of property or facilities management principles including working understanding of preventative maintenance and asset planning;
5 to 7 years directly related work experience;
Advanced computer competence in word processing, excel spreadsheets and accounting software (GP dynamics);
Comprehensive understanding and experience working with Computerized Maintenance Management Software (CMMS) systems (MaintainX);
Ability to adapt to and learn emerging technologies;
Excellent organizational, administrative and written and oral communications skills;
Must be able to work in a multi-task, deadline-oriented environment;
Ability to interact with a range of people within a multicultural, crisis environment;
Excellent customer service and interpersonal skills with demonstrated tact and diplomacy;
Effective time management skills to prioritize workload and complete work in a timely manner.
A vulnerable sector police reference check is required by the successful candidate prior to hiring.

Nice To Haves

Certificate in facility, property or project management is an asset;
Experience in a non-profit or social housing environment is an asset;

Responsibilities

Acts as the key contact and liaison between Property Services and internal departments to identify issues, build processes, and provide communications in a timely and professional manner;
Acts as key Property Service contact for tenants & residents by monitoring and answering phone & emails, directing requests to the relevant Manager, and following up where required;
Maintains key administrative documents for the Property Services Managers such as elevator, boiler & pressure vessel licenses, fire & life safety, and electrical safety certificates;
Acts as key Property Services project lead for the ongoing implementation, monitoring, administration, training & support of the CMMS;
Assists the Property Services Managers with the project coordination of small capital and operational projects at all properties;
Assists the Property Services Manager by acting as point of contact for vendors to describe project scopes of work and obtain quotes, provide purchase orders, and communicate timelines;
Creates and maintains Property Services staff schedules for all buildings and assist Managers with booking, coordinating and communicating relief staff schedules;
Coordinates office equipment maintenance, repairs, inventory and purchasing for Property Services with approval from the Director;
Acts as back up to the Business Administrator for the inputting, processing and maintaining of Property Services vendor invoices in the Finance Management System;
Schedules regular visits to all sites to provide support to Property Services Managers during unit inspections, site inspections, meeting with contractors, project management onsite coordination and inter-department meetings;
Participates in the after-hours on-call rotation for the Property Services Department to provide phone support on evenings and weekends according to the schedule.