Facilities and Fleet Coordinator

Trellis-Society-For-Community-Impact; Calgary; On-site; CAD 60,000 - 75,000; Full time

Benefits offered by this job

RRSP Plan

Employee Assistance Program

Paid Vacation, Sick Days, Wellness Day

Holiday swap option

Diversity and Inclusion in practice

Job summary

Trellis in Calgary, Alberta, is seeking a Facilities and Fleet Coordinator to ensure safe, efficient operations across Trellis locations. This onsite role emphasizes meticulous records, fleet maintenance, and coordinated facilities services.

You will manage procurement, seating, records, and front-desk coverage while collaborating with staff and external partners. Strong Organization and communication are essential.

Qualifications

• 3–5 years of related experience in facilities/coordinator roles.
• Valid driver’s license and access to a vehicle for travel.
• On-site work with potential after-hours support as needed.

Responsibilities

• Maintains facility records, service logs, warranties, inspection reports, keys, access cards, permits, and vendor documentation.
• Supports the facility work order process across all Trellis locations and coordinates internal/external updates.
• Updates floorplans and seating strategies to support growth and operational needs.
• Coordinates procurement, installation, and inventory of furniture, equipment, and assets.
• Manages vendor relationships, service agreements, and performance standards for safe operations.
• Supports the fire warden program and maintains safe, organized office environments.

Skills

Organization

Communication

Attention to detail

Multi-tasking

Problem solving

Independent worker

Safety awareness

Education

Post-secondary education in business administration or facilities management

Tools

Microsoft 365 Suite

Records management systems

Work order tracking systems

Job description

Trellis works with young people, adults, families, and communities to unlock their potential and support their growth. We are focused on generational change by providing a spectrum of services for people of all backgrounds, including those with complex needs. Our programs improve access to resources, develop family and community supports and build people’s capacity to deal with life’s challenges.

With our support, people from all walks of life are empowered to move beyond systemic barriers, cultivate great outcomes and reach their full potential. We’re Trellis – and we’re always growing!

Our Values

Our values not only define who we are but also support Trellis to achieve our vision of everyone reaching their full potential.

• Courage: We willingly embrace growth, and don’t see it as optional
• Empathy: We relentlessly care about the growth of others and won’t let anyone go unsupported
• Learning: We choose to grow through uncertainty, even when the status quo feels easier
• Impact: We go beyond what seems doable and prove that growth is possible.

Our Commitments

We are committed to fostering a culture of inclusion and connectedness, where everyone is welcomed. We believe in creating a workplace that celebrates diversity of our teams, our program participants and reflects the communities we serve.

We are committed to active reconciliation in alignment with the Truth and Reconciliation Commission 94 calls to action and the United Nations Declaration on the Rights of Indigenous Peoples. Reconciliation is a highly valued and integrated part of our culture and work. Trellis’ reconciliation journey is intentional with meaningful engagement from team members both collectively and as individuals.

What Trellis Offers

We provide people with meaningful work and are committed to offering equitable total compensation to all staff. This includes the following benefits which start from Day 1 of employment:

• RRSP Group Savings Plan based on tenure with Trellis Society
• Free and confidential support through the Employee & Family Assistance Program
• Paid Vacation, Sick Days, Wellness Days and your Work Anniversary off
• Ability to swap statutory holidays for other days of importance to you
• Diversity and Inclusion embedded into everyday practice.

The Role: Facilities and Fleet Coordinator

The Facilities and Fleet Coordinator supports safe, efficient, and compliant operations across Trellis locations by coordinating facilities and fleet administration, vendor services, record management, and related operational needs. This role helps maintain well-functioning spaces and vehicles, minimizes service disruptions, and support staff through responsive coordination and accurate documentation.

Key Duties and Responsibilities

Facilities/Office Coordination

• Maintains facility records, service logs, warranties, inspection reports, keys, access cards, permits, and vendor documentation.
• Supports the facility work order process across all Trellis locations, assists with coordinating requests and communicating updates internally and externally as required.
• Updates/maintains floorplans and develops seating strategies that support organizational growth and operational requirements.
• Coordinates sourcing, purchasing, installation, relocation, reconfiguration, and inventory management of all agency furniture, equipment and assets.
• Coordinates procurement, implementation, and ongoing delivery of facilities services, including vendor relationships, service agreements, and performance standards, to support safe, efficient, and cost-effective operations.
• Supports the fire warden program and helps maintain safe, organized, and clean office environments.
• Performs other related duties and responsibilities as assigned to support operational needs and organizational objectives.

Fleet Coordination

• Acts as the main point of contact for all driving and vehicle related matters and inquiries.
• Coordinates preventative maintenance and repairs including cleaning, servicing, tire changeovers, and ad hoc maintenance appointments for all agency vehicles and vehicle equipment.
• Maintains accurate fleet records, including registration, insurance, driver documentation, service histories, fuel cards, maintenance schedules, and inspection reports.
• Manages agency pool vehicle bookings, availability, utilization, documentation, and monthly inspections while confirming authorized driver access.
• Coordinates response to vehicle breakdowns, accidents, damage reports, recalls, warranty work, and insurance claims.
• Coordinates fleet registration renewals and ensure current insurance and registration documents are distributed and accessible.
• Supports procurement, retirement, and lifecycle management for vehicles, equipment, tools, and related assets.
• Manages driver authorization process including distribution and verification of driving documentation in alignment with Trellis fleet policies.
• Liaises with Insurance broker for onboarding and offboarding of agency vehicle drivers.
• Obtains and reviews driver abstracts to confirm adherence to Trellis fleet policies and eligibility requirements.
• Completes monthly driver documentation audits and requests updated documentation as needed.
• Maintains compliance with regulatory requirements by reviewing policies and procedures, recommending necessary updates, and conducting annual policy reviews.

Records Management

• Manages agency document archives, ensuring records are properly stored, retrieved, retained, and disposed of in accordance with retention schedules and regulatory requirements.
• Oversees records digitization projects and maintains electronic and physical filing systems to support accurate recordkeeping and storage.
• Conducts records audits and implements process improvements to strengthen records accuracy, retention, and retrieval.

Reception Coverage

• Provides backup reception coverage during receptionist absences, breaks, and peak operational periods to ensure uninterrupted front desk operations.

Skills and Competencies

• Excellent organization, prioritization, and time-management skills.
• Excellent verbal, written, and interpersonal communication skills
• High attention to detail and accuracy in records, scheduling, and compliance documentation.
• Ability to manage multiple tasks, deadlines, vendors, and service requests in a fast-paced environment.
• Sound judgment, problem-solving ability, and a proactive approach to maintenance and operations.
• Ability to work independently and collaboratively with staff, management, contractors, and external partners.
• Commitment to safety, confidentiality, professionalism, and continuous improvement.

Qualifications and Requirements

• 3–5 years of related experience in facilities coordination, fleet coordination, operations administration, property management, maintenance coordination, or a similar role.
• Proficient in Microsoft 365 Suite (Word, Excel, Outlook, Teams), records management systems, and work order tracking systems.
• A valid driver’s license, satisfactory driver’s abstract, and access to a vehicle for work-related travel are required, as driving is a requirement of this position.
• May be required to respond to urgent facility or fleet issues outside regular business hours.
• Work is primarily performed onsite in an office environment, with regular site visits and appointments requiring travel by vehicle.
• Knowledge of trauma-informed care principles and non-violent crisis intervention techniques is considered an asset.
• Work experience in the human services, community services, or social services sector is considered an asset.
• Post-secondary education in business administration, facilities management, fleet management, operations, logistics, or a related field is considered an asset.
• Familiarity with Alberta OHS requirements and WHMIS standards is considered an asset.

Reporting Relationship

This position reports to the Facilities Services Manager.

Join Our Growing Team

The resounding impact we have on individuals and communities is thanks to our network of passionate, open minded and dedicated staff who are committed to the work they do everyday . We’re always growing and we’re looking for passionate people who want to grow with us! People who are eager to make an impact while continuing to grow their expertise.

We appreciate your interest and thank all who apply but only those selected for an interview will be contacted!