Facilities Coordinator

Hazelview Properties•Halifax, NS

23d•Onsite

About The Position

The Facilities Coordinator ensures smooth property operations by managing maintenance, vendor coordination, and service delivery—supporting a safe, well-maintained living environment aligned with Hazelview’s standards and performance goals. When needed, they will also perform the hands on duties of maintenance, inclusive of plumbing, electrical, and dry wall tasks.

Requirements

3+ years’ experience in facilities coordination, property management, or maintenance administration.
Strong understanding of building systems, maintenance processes, and vendor coordination.
Proficient in Microsoft Office Suite and property management software (Yardi experience is an asset).
Excellent communication, organizational, and time management skills.
Strong analytical and problem-solving abilities; capable of assessing issues and recommending effective solutions.
Ability to multitask and manage competing priorities in a fast-paced environment.
Proven ability to build positive relationships with internal teams, residents, and external vendors.
Detail-oriented, proactive, and committed to service excellence.
Flexibility and adaptability as responsibilities evolve from supporting new-build asset launches to managing stabilized operations, with shifting priorities across develop
Proficient with use of basic handheld and electrical tools
Knowledge of plumbing, electrical, drywall, carpentry, painting, etc.

Nice To Haves

Post-secondary education in business administration, building operations, facilities management, or a related field preferred.
Technical or mechanical background considered a strong asset.
WHMIS certified would be an asset
Knowledge of mechanical and HVAC systems would be an asset.

Responsibilities

Assess maintenance and service needs from site team members and connect them with the appropriate vendors or contractors.
Oversee work order triage, ensuring requests are properly categorized, prioritized, and assigned.
Supervise and verify contractor work, ensuring quality, scope completion, and cost accuracy.
Obtain and evaluate quotes from contractors for repairs, renovations, and maintenance projects.
Follow up on maintenance and service requests to ensure timely completion and resident satisfaction.
Assist in managing and coordinating preventive maintenance programs and capital improvement projects.
Gather, input, and analyze data related to property maintenance and operations to identify trends and opportunities for improvement.
Maintain accurate records of repairs, inspections, and capital work in property management systems (e.g., Yardi).
Support health, safety, and compliance initiatives by ensuring all required documentation and permits are up to date.
Collaborate with the Development team during turnover, commissioning, and early occupancy phases to ensure seamless handover, operational readiness, and resident satisfaction.
Manage deficiencies, oversee vendor commissioning, and support asset onboarding during stabilization and post-stabilization, ensuring a smooth transition to full operations.
Maintain oversight of commissioning documentation, warranty logs, and close-out manuals to ensure completeness and accessibility during turnover and stabilization.
Own and manage the direct supply contract registry, ensuring vendor details, service scopes, and renewal timelines are accurately tracked.
Assume ownership of the direct supply contract registry, ensuring all vendor agreements, service scopes, and renewal timelines are accurately maintained.
Track the procurement pipeline to support timely delivery of goods and services aligned with operational needs.
Develop and maintain a directory of service providers and contractors across multiple trades.
Foster strong working relationships with external vendors, ensuring consistent quality, service reliability, and competitive pricing.
Assist in sourcing, onboarding, and evaluating new vendors to ensure service coverage and cost effectiveness.
Track vendor performance and ensure completion of all assigned work to company standards.
Maintain up-to-date inventory of tools, equipment, and materials across sites.
Complete in-suite turnover activities, including both light and heavy maintenance; this could include repair or replacement of appliances, kitchen or bathroom fixtures, basic carpentry, etc.
Complete appliance repairs, routine plumbing repairs, repairs and maintenance requiring carpentry skills, painting, basic electrical repairs, and safe use and maintenance of tools
Inspect grounds, facilities, and equipment to determine if repairs or preventative maintenance is required
Take initiative to correct deficiencies as necessary by maintaining clean and garbage free lobbies, hallways, and properties, replacement of light bulbs, plumbing, electrical etc.
Maintain cleanliness and organization of all electrical, mechanical and work areas (including supply and storage areas)
Comply with health & safety procedures, ensuring the use of required safety equipment, and identifying unsafe practices and conditions while maintaining a clean and safe working environment
Maintain regular and timely documentation of maintenance activities
Respond to after-hours emergencies when on call
May be required to work with contractors and monitor work progress
All other duties within the scope of the job, as requested by management
Prepare monthly maintenance and operations reports for review with the Senior Property Manager.
Maintain a database of properties, service histories, and maintenance needs.
Support with the preparation of capital budgets and project tracking.
Provide administrative support to the Senior Property Manager, including documentation, scheduling, and communication support.
Respond to telephone and email inquiries, ensuring all communications are handled promptly and professionally.