Residence Facility Operations Coordinator

Wilfrid Laurier University•Waterloo, ON

17h•Onsite

About The Position

Reporting to the Manager, Residence Facility Operations, the Coordinator, Residence Facility Operations supports the day-to-day coordination of facility operations across the Department of Residence portfolio, including residence buildings, leased properties, and upper-year housing properties under departmental oversight. The Coordinator is responsible for coordinating maintenance and repair activity, triaging facility-related issues, supporting building readiness, monitoring work orders, and assisting with the delivery of facility projects, asset replacement, and operational transitions. The role works closely with internal university partners, contractors, vendors, student staff, and service providers to support timely, cost-effective, and service-oriented facility operations across a diverse housing portfolio. The Coordinator plays an important role in supporting safe, functional, and well-maintained housing environments for students by helping ensure facility issues are addressed appropriately, operational standards are maintained, and buildings are prepared to support occupancy and service delivery throughout the year. The role also contributes to planning and implementation related to turnover, move-in and move-out activity, asset management, furnishing, and renewal work across both residence and upper-year housing environments. As part of the Residence Operations team, the Coordinator works collaboratively with Residence Life, Residence Administration, Facilities and Asset Management, custodial partners, contractors, and external vendors to support coordinated facility operations, respond to operational needs, and contribute to the continuous improvement of departmental processes and service delivery.

Requirements

Bachelor’s degree or a two- to three-year post-secondary diploma, combined with a minimum of two years of relevant professional experience in student housing, property operations, facilities coordination, project coordination, or a related field.
Demonstrated experience coordinating maintenance requests, work orders, and service delivery in a complex operational environment.
Experience using facility, housing, or work order management systems such as Symplicity, TMA, StarRez, or similar platforms.
Demonstrated experience coordinating multiple operational or project-based priorities simultaneously.
Strong organizational, communication, customer service, and interpersonal skills, with the ability to respond effectively in urgent situations.
Demonstrated ability to work independently, exercise sound judgment, and manage competing priorities with minimal supervision.
Experience working collaboratively with students, staff, contractors, vendors, and other service partners.
Demonstrated analytical and problem-solving skills, including the ability to assess issues, identify practical solutions, and support informed operational decisions.
Proficiency in Microsoft Office and relevant operational systems.

Nice To Haves

Experience supervising or providing direction to student staff, temporary staff, or other front-line support roles is an asset.
Valid G driver’s license with a clean driver’s abstract.
Working knowledge of occupational health and safety requirements, AODA, and applicable building and fire code requirements is an asset.
Knowledge of sustainability practices in facility operations, including energy management and waste reduction, is an asset.
First Aid and CPR certification, or willingness to obtain, is an asset.

Responsibilities

Coordinate the day-to-day response to facility issues, maintenance requests, inquiries, and work orders across residence buildings, leased properties, and upper-year housing properties.
Assess and triage reported concerns to determine scope, urgency, operational impact, risk, and appropriate next steps.
Coordinate with Facilities and Asset Management staff, external contractors, vendors, and service providers to support timely repair, maintenance, and replacement activity.
Monitor work in progress to ensure repairs and operational issues are addressed efficiently, cost-effectively, and in alignment with departmental standards and service expectations.
Support preventative maintenance planning and follow-up by coordinating inspections, identifying recurring issues, and communicating operational needs to relevant partners.
Complete minor on-site repairs and adjustments, as appropriate, including issues related to furnishings, blinds, thermostats, appliances, laundry equipment, and other facility components.
Recruit, train, schedule, and supervise Facilities Assistants and other temporary staff during peak operational periods, including summer turnover activity.
Support operational readiness across the housing portfolio by coordinating furnishings, equipment, supplies, signage, and related building preparation activities.
Ensure assets such as furniture, appliances, and operational materials are distributed, installed, tracked, and maintained appropriately across departmental properties.
Coordinate turnover-related activities, including inspections, issue identification, contractor access, follow-up work, and preparation of units and common spaces for occupancy.
Conduct or support post-move-out inspections, assess property condition, document concerns, and support damage follow-up processes in accordance with departmental procedures.
Coordinate with custodial teams and service providers to support cleanliness, readiness, and maintenance standards across both owned and leased properties.
Support the preparation of newly acquired, renovated, or repurposed spaces to ensure they are furnished, equipped, and operationally ready for student use.
Investigate and coordinate response to pest, wildlife, and environmental concerns in collaboration with appropriate contractors and university partners.
Support the planning, coordination, and implementation of facility-related projects, including upgrades, preventative maintenance initiatives, furnishing projects, asset replacement, and space renewal work.
Assist in preparing project documentation, timelines, cost estimates, updates, and other materials to support effective project planning and communication.
Coordinate project logistics, including scheduling, site access, contractor communication, supply delivery, and operational follow-up.
Participate in procurement-related activities such as obtaining quotes, coordinating site visits, supporting RFP processes, and making recommendations within established guidelines.
Monitor project progress and help ensure work is completed on schedule, within scope, and with minimal disruption to students and operations.
Contribute to asset tracking, inventory control, and facility renewal planning by maintaining accurate records and identifying replacement or upgrade needs across the portfolio.
Maintain accurate records related to work orders, asset inventories, inspections, damages, and facility activity across the housing portfolio.
Review and track data from departmental systems and operational processes to identify patterns, recurring issues, service gaps, and priorities for action.
Support planning related to major operational transitions, including move-in, move-out, break periods, summer turnover, and conference or interim use of buildings.
Assist in the development of operational plans and recommendations related to building readiness, maintenance priorities, and asset renewal needs.
Contribute to process improvement by identifying opportunities to strengthen workflows, communication practices, and service coordination across facility operations.
Support departmental planning by providing operational information, records, and observations that inform decision-making and service delivery improvements.
Provide timely, professional, and service-oriented communication to students, staff, parents, contractors, vendors, and university partners regarding facility-related matters.
Respond to facility concerns and follow up with relevant parties to ensure issues are addressed appropriately, and communication is maintained throughout the resolution process.
Coordinate incoming and outgoing communication related to inspections, repairs, building access, damage billing, project work, and operational updates.
Work collaboratively with Residence Life, Residence Administration, Facilities and Asset Management, custodial teams, and external service providers to support integrated housing operations.
Maintain reference materials, procedures, and operational information related to after-hours response, urgent issues, and facility coordination processes.
Contribute to a positive student housing experience by helping ensure building-related concerns are addressed in a timely, clear, and coordinated manner.