Building Services Coordinator

Sienna Senior Living; Markham; On-site; CAD 55,000 - 69,000; Full time

Benefits offered by this job

Health & dental

RRSP match

SOAR program

Employee share plan

Learning & growth

Diversity & inclusion

Job summary

Sienna Senior Living in Markham, Ontario, is seeking a Building Services Coordinator to support capital projects, renovations and maintenance across the portfolio. This role provides administrative and project coordination support to ensure safe, compliant, and efficient conditions for residents.

The position works at the corporate head office five days a week and requires CMMS experience (Maintenance Care) and familiarity with Yardi/ERP.

Qualifications

• Post-secondary education in Facilities Management, Construction, Engineering Technology, Business Administrations, Project Management or related field.
• 3–5 years experience in facilities, property management, maintenance or project coordination.
• Experience with CMMS and ERP systems is a strong asset.

Responsibilities

• Coordinate daily administrative activities and support departmental projects.
• Process, monitor and troubleshoot purchase orders in Yardi; ensure compliance and timely approvals.
• Coordinate invoice processing and maintain project documentation.
• Prepare reports, agendas and minutes; manage departmental correspondence.
• Administer utility rebate applications and supporting documentation.
• Maintain asset records and project documentation for financial reconciliation.
• Assist Regional Building Services Managers with RFQs, scopes of work and plans.
• Coordinate communication between Operations, Finance, Consultants and Contractors.
• Support process improvements and standardization initiatives.

Skills

Organizational skills

Communication

Prioritization

Self-starter

Team collaboration

Education

Post-secondary education in Facilities Management

Tools

Maintenance Care CMMS

Yardi / ERP

Job description

At Sienna, we empower our team members across Ontario, British Columbia, Saskatchewan and Alberta to help our residents live the life they desire and deserve. Our purpose is simple: to cultivate happiness in daily life!

What Sienna Offers: We aspire to cultivate an environment and culture where team members feel valued, heard and empowered to do meaningful work. We offer a number of programs and benefits that support team members’ financial, personal and professional needs:

• A competitive compensation and vacation package
• Employer Paid Health & Dental Benefits
• RRSP with Company Match
• Share Ownership and Reward Program (SOAR)
• Employee Share Purchase Plan with Company Match
• Continuous learning and growth so you have the skillset needed to succeed and take on new challenges
• A welcoming culture that values diversity and differing perspectives, experiences and beliefs

At Sienna, we thrive on creating community through collaboration, teamwork, and acting positively. The role works out of our corporate head office in Markham, ON five days a week.

Reporting to the Director, Building Services, the Building Services Coordinator provides administrative, and project coordination support to facilitate the successful delivery of capital projects, strategic renovations and maintenance programs across the portfolio. This role supports the ongoing maintenance of company assets, ensuring comfortable, safe, compliant and efficient conditions for residents.

The Building Services Coordinator collaborates closely with internal teams and external stakeholders to ensure key deliverables are met, documentation is maintained and resources are effectively managed to support strategic objectives.

What You’ll Be Doing: As a Building Services Coordinatoryour typical day will impact in the following ways:

• Coordinate daily administrative activities, maintaining records and supporting departmental projects and initiatives.
• Create, process, monitor and troubleshoot Purchase Orders (Pos) in Yardi, ensuring accuracy, compliance with organizational policies, timely approvals and resolution of discrepancies.
• Coordinate invoice processing and maintain project documentation.
• Prepare reports, meeting agendas and minutes and departmental correspondence, ensuring information is accurate and effectively communicated.
• Administer utility rebate applications and supporting documentation.
• Maintain accurate utility project records and reporting, including organization project documentation, monitoring rebate approvals and payments, tracking project milestones and maintain records to support financial reconciliation.
• Assist Regional Building Services Managers with RFQs, scopes of work, operational plans and project administration.
• Coordinate communication between key stakeholders including Operations, Finance, Consultants and Contractors.
• Support departmental process improvements and standardization initiatives.

CMMS Administration

• Administer and maintain the Maintenance Care CMMS across all communities.
• Coordinate the setup and maintenance of asset records, preventative maintenance schedules and equipment databases.
• Standardize asset data, maintenance procedures and system templates across the portfolio to promote consistency, improve data quality, support best practices and enhance operational efficiency throughout all communities.
• Produce maintenance, asset and lifestyle reports to support operational performance monitoring, maintenance planning, asset optimization and budget development.
• Monitor CMMS data integrity and support continuous system improvements.

Capital Projects & Strategic Renovations

• Support the planning, coordination and execution of strategic renovations, capital projects and suite renewal programs.
• Assist with project documentation, procurement, scheduling and reporting.
• Maintain accurate and comprehensive project reports and support project close-out activities.

Who you are:

• Post Secondary education in Facilities Management, Construction, Engineering Technology, Business Administrations, Project Management or a related field.
• 3-5 years experience in facilities, property management, maintenance or project coordination.
• Experience with Computerized Maintenance Management System (CMMS) a strong asset; Maintenance Care preferred.
• Experience with Yardi or similar Enterprise Resource Planning (ERP) a strong asset.
• Strong organizational skills with the ability to effectively prioritize competing takes, manage multiple deadlines, maintain accurate records and ensure work is completed efficiently and with attention to detail.
• Ability to assess complex information, identify issues and trends, exercise sound judgement, and develop practical, evidence-based recommendations and solutions.
• Highly motivated self-starter with a “can-do” attitude and the ability to take initiative, prioritize and word productively without supervision under demanding timelines.
• Ability to communicate clearly, concisely and professional through verbal and written communication, build positive working relationships and effectively engage with diverse stakeholders.
• Experience working with Microsoft Suite (Word, Outlook, Excel, PowerPoint, etc.)

What you need to know:

• Any offer of employment will be conditional upon a criminal background and references check.
• We will review applications as they are received. Only those candidates selected for an interview will be contacted.
• Sienna Senior Living may utilize Artificial Intelligence to screen or assess applicants for this position.
• Salary Range: $55,451 - $69,314 **Please note that individual salary is determined by factors such as job‑related knowledge, skills and experience, as well as internal equity**
• This posting is for a new position.

Sienna Senior Living is committed to employment equity, diversity, and inclusion in the workplace. In accordance with provincial regulations, upon request, support will be provided for accommodations throughout the recruitment, selection, and assessment process.