Facilities Analyst

DRPS- Durham Regional Police Service; Whitby; On-site; CAD 103,000 - 126,000; Full time

Benefits offered by this job

Competitive Salary

OMERS Pension Plan

Health & Dental Benefits

Paid Time Off

Professional Development & Growth

Wellness Programs

Job summary

Durham Regional Police Service is seeking a Facilities Analyst to oversee maintenance data, CMMS configuration, and asset management across the Services facilities. You will triage requests, manage asset data, and support capital planning with detailed reporting.

The role focuses on optimizing work orders, training users, and producing dashboards to guide strategic maintenance decisions. A Level 9 compensation package applies, with annual review and strong benefits.

Qualifications

• University degree in a relevant field.
• IFMA Facility Management Certification (FMP/CFM).
• Minimum 4 years of progressive experience in facility operations or related.
• Experience managing the full work-order lifecycle from initiation to closure.
• Working knowledge of Mechanical, Electrical, and Plumbing (MEP) systems.
• Advanced MS Office; GIS knowledge.

Responsibilities

• Evaluate incoming work orders and classify as Corrective Maintenance or Asset Renewal; set priority.
• Analyze work order reports to monitor status and bottlenecks.
• Set up CMMS per DRPS requirements; maintain asset hierarchies and maintenance plans.
• Configure workflows, roles, permissions, and notifications.
• Validate asset data and maintain data integrity across modules.
• Design and deliver training for system users; ensure mandatory completion.
• Generate and distribute reports on maintenance activities and KPIs.
• Create dashboards for real-time maintenance insights.
• Coordinate with vendors for updates; minimize downtime during maintenance.
• Identify inefficiencies and optimize preventive, predictive, and corrective maintenance processes.
• Manage user access rights and security; ensure compliance.

Skills

Facility management

CMMS

Data analysis

Project coordination

MEP knowledge

Microsoft Office

Communication skills

Time management

Team player

Technical troubleshooting

Education

University degree in Business Administration/Commerce/Engineering/Facility Management

IFMA Facility Management Certification (FMP/CFM)

Tools

Maximo

Trimble

SAP

Maintenance Care

GIS

Job description

We value our employees and provide a comprehensive benefits package designed to support your well-being and future. Our offerings include:

• Competitive Salary - Your expertise is valued. We offer a strong, competitive salary that reflects your skills and experience.
• OMERS Pension Plan - Secure your future with our employer-supported pension plan.
• Comprehensive Health & Dental Benefits - Extensive coverage for you and your family.
• Generous Paid Time Off - Vacation, sick leave, and parental leave.
• Professional Development & Growth - Access opportunities for training, professional development, and specialized career pathways to help you excel.
• Dedicated Wellness Programs - Your mental and physical health are essential. Benefit from wellness resources, mental health supports, and programs designed to help you thrive.

Branch and Unit

Facilities Management

Employment Type

This is a full-time, regular position.

Civilian Posting

Reporting to the Director of Facilities, the Facilities Analyst serves as the central administrative hub for the Facilities department. The Facilities Analyst is responsible for monitoring, evaluating, and optimizing the performance of the Services physical spaces and building systems. They collect and analyze data related to maintenance, space utilization, energy consumption, and operational costs to support informed decision-making. The primary focus of this role is to triage incoming facility requests, distinguishing between immediate maintenance needs and long-term capital requirements. In addition, by managing the Computerized Maintenance Management System (CMMS) and assisting with the Capital Improvement Plan, this role ensures that all physical asset data is accurate, actionable, and aligned with the organization’s financial cycles.

DUTIES & RESPONSIBILITIES

• Evaluate incoming work order requests to determine if they are Corrective Maintenance (Operating) or Asset Renewal (Capital), determining the appropriate sub-category, and assigning priority to the work order.
• Analyze work order reports to systematically monitor, analyze, and report on the status of assignments to identify bottlenecks, ensure timely completion, and prevent delays.
• Sets up the CMMS according to DRPS-specific requirements, including creating and maintaining asset hierarchies, equipment records, maintenance schedules, and preventive maintenance plans.
• Configure workflows, user roles, permissions, and notification settings to align with organizational processes.
• Validating asset data, updating maintenance records, importing new assets, auditing historical data, and maintaining integrity across modules.
• Design in-person and online training programs for all system roles and provide mandatory initial and ongoing refresher training for maintenance personnel, supervisors, and other system users.
• Evaluates training results and ensures that all users with system access complete any mandatory system training (minimum scores will be required before users are granted system access).
• Assist users with technical issues, ensure proper software use, and develop user guides or documentation to facilitate adoption.
• Responsible for generating, analyzing, and distributing reports that track maintenance activities, equipment performance, downtime, and compliance metrics.
• Create dashboards for real-time insights to support strategic maintenance planning.
• Coordinate with software vendors for updates, troubleshoot technical problems, and ensure minimal downtime during system maintenance or upgrades.
• Identify inefficiencies in maintenance workflows, propose improvements, and configure the system to optimize preventive, predictive, and corrective maintenance processes.
• Manages user access rights, enforcing security policies, and ensuring compliance with organizational or regulatory standards are part of daily responsibilities.
• Implement routine software and data backups, develop recovery procedures, and ensure the system can be restored quickly in case of failure or data loss.
• Maintain the Facility Asset Inventory and support regular Facility Condition Assessments used in Facility Condition Index calculations and ranking.
• Update lifecycle data to help predict when major systems (HVAC, roofing, etc.) will require replacement.
• Support the integrations between the CMMS and other asset management systems, like the Enterprise Asset Management (EAM) solution, that are used throughout an assets lifecycle, from procurement through disposal.
• Conduct monthly variance analysis between actual spend and the authorized capital/operating budgets.
• Design and deploy analytical tools and interactive dashboards that empower facility leaders and project managers to monitor real-time spending against project budgets, including early warning indicators that proactively identify financial risks and ensure long-term fiscal alignment.
• Develop data-backed Business Cases for capital funding by analyzing the "Total Cost of Ownership" (TCO) and ROI for proposed upgrades.
• Develop data-driven benchmarks and KPIs that empower leaders to track performance, optimize resources, and ensure the team consistently hits its strategic goals.

QUALIFICATIONS AND SKILLS

• Completion of a university degree in Business Administration, Commerce, Economics, Facility Management, Engineering, or a related technical field.
• Completion of an accredited facility management certification such as those offered by the International Facility Management Association (IFMA), including Facility Management Professional (FMP) or Certified Facility Manager (CFM).
• Minimum 4 years of progressive experience in facility operations, maintenance scheduling, or database/system administration;
• o Experience managing the full work-order lifecycle from initiation to closure, auditing records for accuracy, and providing technical troubleshooting and super-user support to staff.
• o Proven ability to coordinate projects, perform technical triage, support asset management functions, and conduct data analysis and financial reporting.
• o A working knowledge of Mechanical, Electrical, and Plumbing (MEP) systems is required.
• Advanced computer skills with Microsoft Office: Outlook, Word, Excel, Access, PowerPoint; GIS database development, structure, and system management.
• Demonstrated proficiency with Computerized Maintenance Management Systems (CMMS) such as Maximo, Trimble, SAP, or Maintenance Care, including system administration, workflow configuration asset categorization, and automated work-order routing.
• Ability to tactfully exchange detailed information and explanation of technical matters in lay-terms.
• Demonstrated effective interpersonal and communication skills with multiple levels and sources for listening and comprehension.
• Well-developed time management, prioritization, multi-tasking and organizational skills
• Proven ability to interact diplomatically, tactfully and confidentially with all levels of the service and other agencies.
• Demonstrated ability to work effectively as a member of a team as well as the ability to work efficiently with self-direction.

Hours

Monday to Friday / Day Shift (may occasionally require flexibility in hours or overtime)

Salary Level

This is a Level 9 position $114,394 (2025-2029 Collective Agreement)

Selection

As part of the selection for this position, qualifications and skills listed in the posting will be assessed to measure the suitability of all applicants. Assessments may include, but not be limited to: resume review, skills assessment (s), interview(s), medical assessment, psychological assessment, functional abilities testing and/or background

Note: If you require accommodation at any time during the recruitment process, please advise the Human Resources contact on the posting. Appropriate assistance will be provided pursuant to the Service's Accessibility directive.

Durham Regional Police is an equal opportunity employer.

We thank all applicants for their interest; however, only those selected will be contacted.

Contact

Applications for the above position will be accepted until 1600 hours on the closing date of this posting. Questions may be directed to Ema Williams at [e-mail]