Facilities Coordinator

Staff - Non Union

Job Category: M&P - AAPS Job Profile: AAPS Salaried - Facilities Management, Level B Job Title: Facilities Coordinator Department: Trades | Facilities and Building Services | Student Housing and Community Services Compensation Range: $6,251.00 - $8,986.00 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date: May 7, 2025

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job Summary:
The Facilities Coordinator develops, analyzes and implements efficient workflows, operational requirements, and projects within Facilities and Building Services. The position manages building services and operations for facilities that are shared with multiple user groups and are used for multiple purposes for residence, conference events, child care, and food services. This position supports leadership through research, reports and schedules. The Facilities Coordinator also maintains regular communication with staff and students to resolve complaints and issues related to facilities managed by Student Housing and Community Services (SHCS). This position aligns improvement initiatives with strategic goals and provides insights to adjust goals to maximize potential. This role works with departmental managers on research, programs or special projects as requested. This role manages and directs the work of administrative employees, and other unionized staff as needed.

Organizational Status:
Reports to the Trades Manager. Maintains positive, close working relationships with all departmental managers and functional units within SHCS.

Work Performed:

Develops, analyzes and implements policies, procedures and protocols to ensure efficient workflow for operations within facilities and building services.

Monitors work order performance metrics and communicates regularly with relevant functional leads to review and prioritize work.

Coordinates scheduling of work with internal and external service providers, technical staff, and departmental managers.

Promotes excellent customer service by managing timelines; manages information using various online management systems, and provides information and timelines to departmental managers for special maintenance and small projects.

Recommends and/or implements corrective measures to address service or quality concerns with manufacturers and services providers.

Coordinates and oversees projects related to ongoing vital building maintenance and improvements. Arranges all aspects of building maintenance, such as renovations, equipment renewal, and maintenance projects using input from campus and departmental colleagues.

Supervises and provides corrective measures to internal and external technical staff on the completion of projects, maintenance, repairs, and building services.

Manages general building maintenance for these complex building facilities managed by UBC Student Housing and Community Services.

Works with multiple user groups in these facilities to provide user-centric solutions in projects.

Assembles specifications, drawings and cost estimates in relation to these projects and in support of the capital budget.

Conducts a preliminary analysis of the scope of work, and supporting documentation.

Participates in developing project and operational budgets and controls expenditures within these limits.

Checks to ensure that maintenance work is complete in accordance with requirements, specifications and cost estimates.

Conducts analysis regarding user equipment, products, materials, furnishings, and makes recommendations to departmental managers on feasibility, practicality, and purchasing.

Coordinates procurement of services and supplies, supervises completion and delivery, and ensures work is completed in accordance with requirements and specifications within agreements.

Coordinates the hiring and onboarding of new employees in Facilities and Building Services including resume screening, interview scheduling and making offers of employment.

Manages, recruits, coaches and directs the work of administrative employees to ensure operational tasks are prioritized to be done efficiently, effectively and consistently.

Responsible for the development and posting of the schedules for Facilities and Building Services staff. Works with Directors and Managers to identify areas for optimization.

Coordinates with relevant stakeholders to develop, set up and deliver required operational, safety, and regulatory training in support of consistent program delivery.

Ensures there is adequate tracking and filing of required training/programming for all departmental staff.

Maintains departmental records and data, including procedural repositories, blueprints, building manuals and warranty information.

Coordinates provisioning and updating of files with consultants, vendors, contractors, and internal stakeholders. Works from oral and written instructions, drawings and specifications.

Responsible for ongoing communication, reviews and drafts responses to sophisticated correspondence in various communication mediums.

Provides departmental correspondence, presentations, and ongoing progress reports.

Coordinates efforts related to sustainability.

Identifies and recommends opportunities for Facilities and Building Services to improve all aspects of sustainable operation. Ensures work is completed safely and in accordance with all applicable codes, regulations, and guidelines.

Ensures the development of risk management and safety protocols, work safe standards, safety plans, policies and staff training as needed.

Performs other duties as required in keeping with the qualifications and requirements of this position.

Consequence of Error/Judgement:
Work is subject to review by the Trades Manager to ensure goals and objectives are being achieved. Errors or incorrect decisions could affect project schedules and result in increased costs, and could negatively impact service to students, children, and faculty/staff and hotel guests. Poor scheduling could lead to a loss of customer satisfaction and/or a loss of revenue due to lost business opportunity.

Supervision Received:
Reports to the Trades Manager, as delegated. Works under general direction. Selects methods and techniques to be followed in achieving objectives.

Supervision Given:
Supervises clerical staff, stores operation staff, and other unionized staff required by job duties.

Minimum Qualifications:
Journeyperson certification in an appropriate trade. Minimum of three years of related experience, or an equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred Qualifications:
Undergraduate degree in relevant discipline. Completion of project management certificate, building maintenance program at a technical institute or college, or an equivalent combination of education and experience. Knowledge of project management software and literacy in architectural drawings are preferred. Minimum of two years experience or the equivalent combination of education and experience.
Experience in project coordination, scheduling or estimating. Previous experience in a hotel or university environment is preferred. Must be tactful, diplomatic and have good interpersonal skills, fluent in both spoken and written English. Able to effectively plan complex tasks. Must possess excellent computer skills, and have a working knowledge of buildings, building systems and blueprints. Valid British Columbia Driver's license preferred. Must be bondable.