Facilities Coordinator

Toronto Hydro•Toronto, ON

1d•CA$65,941 - CA$82,426•Hybrid

About The Position

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 incumbent is responsible for allocating and assigning work requests, coordinating program requirements, contractor management, and contract administration requirements related to the real estate or maintenance of all buildings or properties. The Facilities Coordinator uses the departmental technology systems to allocate and assign work requests and coordinates all aspects of program and contract administration related to our buildings or properties. This posting is for an existing vacancy.

Requirements

Post-Secondary Degree/Diploma in a business or technical discipline
One (1) to Three (3) years of Project Management, Contractor Management, and/or Project Coordination experience
Valid G class drivers’ licence (or willing to obtain)
Experience using SAP (or any ERP software) and advanced MS Office skills
Experience managing a wide variety of internal and external stakeholders (internal business units, contractors)
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 manages 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

Nice To Haves

Knowledge of AutoCAD, Archibus, and/or GeoWarehouse is an asset
Knowledge of facilities and/or office building operational equipment (Electrical, Mechanical, Security, Civil) preferred
Experience dealing with contractors and conducting field visits preferred

Responsibilities

Coordinates with internal business units during the execution of Facilities projects or activities, and coordinates needs with internal stakeholders, external consultants, suppliers, contractors, etc. to ensure all project needs are effectively communicated.
Provides direction to contractors and service providers on material selection, inspection requirements, schedules and overall project execution and facilitates the engagement with external and internal stakeholders involving appropriate stakeholders where necessary to ensure contractors follow specified guidelines.
Collaborates with Environment, Health & Safety team on Risk Assessments, Pre-Job Meeting execution and other project related Health & Safety topics to maintain high safety standards and compliance throughout project execution, resulting in smooth project operations and adherence to safety.
Reviews and monitors day-to-day contractor performance, and project completion to ensure contractors meet performance standards and projects are completed on time.
Creates purchase requisitions, processes invoices, and confirms vendors are paid in an accurate and timely manner in accordance with service level agreements.
Responsible for supporting contract administration, coordinating, reviewing and involving appropriate stakeholders during the design phase of the project ensuring all parties are involved in the design processes.
Coordinates the Notice of Contractors (NOC) issuance process to facilitate the communication of work to key stakeholders. Monitors/reviews contractor health and safety practices through contractor safety management program and validates contractors follow required legislative health and safety rules and regulations to ensure contractors comply with Toronto Hydro health and safety standards.
Prepares reports, updates records and documents pertaining to programs and/or projects on a periodic or ad-hoc basis; including preparing weekly and monthly Departmental/Divisional reports and presentations, including financial budgets and project status reports for accurate and timely reporting.
Supports any activities related to the procurement process as required (i.e., Request for Proposals. Bid processes, etc.) to ensure procurement processes are conducted efficiently.
Supports the execution of projects (smaller and lower risk projects), including scheduling of tasks and meetings, monitoring and tracking budgets, performance, quality, scope and productivity for successful project completion.
Monitors analytics that assess the pace and quality of work order closure to confirm tasks are completed promptly and meet high standards, resulting in efficient and high-quality project outcomes.
Conducts field visits (to Toronto Hydro owned stations and other owned assets) to gather information for project completion status and/or health and safety investigations ensuring compliance is met and accurate information is being collected. Investigates and follows-up on submitted work requests from both internal and external customers for timely resolution, leading to prompt and effective handling of requests.
Utilizes departmental technology system for reporting and analytics to review work order submissions on a day-to-day basis to guarantee work orders are closed promptly and accurately, ensuring efficient workflow and high standards of work order management.