Coordinator Facilities Pooling

Role Overview

The Facilities Coordinator plays a key role in ensuring the efficient operation of our facilities. This position is responsible for coordinating and tracking team deliverables related to work orders, maintenance planning, scheduling, and execution. The role also involves monitoring vendor and contractor performance and conducting routine site inspections to uphold quality and safety standards.

Specific Duties And Responsibilities

• Monitor and coordinate work orders to designated technicians, ensuring service level agreements (SLAs) are met. In the absence of other coordinators, facilitate cross-site collaboration among technicians to maintain operational continuity.
• Coordinate with contractors or building administration regarding work-related concerns within the Facility.
• Coordinate with the Physical Security Team regarding building security and site emergency response.
• Maintain real time updating of assets as pertain to facilities.
• Maintain an updated financial record of purchase orders/expenses of all facilities related equipment/supplies and leasehold charges.
• Monitor and coordinate facilities calendar schedules and vendor’s regulatory renewal requirement/compliance across all sites related to maintenance activities, punchlists, permits/certificates
• Track purchase requests/orders.
• Order parts and maintain record documents.
• Provide data reports.
• Contribute project objectives/initiatives by reviewing project proposals and process improvements conferring with the facilities Manager.
• Assume duty of Technician when necessary, during emergency.
• Ad hoc tasks, as required
  
  

• Communication: Clear, professional communication with teams, vendors and stakeholders.
• Customer Service Orientation: Responds promptly to facility-related requests and maintains user satisfaction.
• Leadership and Team Coordination: Guides technicians and supports cross-functional collaboration.
• Operations & Maintenance: Knowledge of building systems, preventive maintenance, and repair coordination.
• Inventory Management: Secures the flow of asset deployment records necessary for operational continuity
  
  

• Health, Safety & Compliance: Strong understanding of workplace safety protocols.
• Space Planning & Utilization: Optimizes workspace layouts and supports office moves or reconfigurations.
• Project Management: Ability to plan, execute, and oversee maintenance and improvement projects.
• Sustainability Awareness: Promotes energy efficiency and sustainable facility practices.
  
  

• College graduate or above required, in the fields of electrical and mechanical would be an asset.
• Basic or Advanced Occupational Safety and Health (BOSH) certification preferred.
  
  

• Proficient in both oral and written communication, with hands-on experience in facilities and property management, including asset inventory. Skilled in various technical disciplines such as mechanical, electrical, plumbing, carpentry and building management systems.
  
  

• Fully onsite work setup
• Willingness to work in a 24/7 rotating shift environment