Facility Coordinator

ESFM; Mississauga; On-site; CAD 48,000 - 50,000; Full time

Job summary

ESFM in Mississauga, ON is seeking a Facilities Coordinator to provide administrative and operational support across multiple facilities and client sites. You will handle service coordination, financial administration, reporting, documentation control, and daily facilities management activities while maintaining strong relationships with internal stakeholders and service providers.

The role requires a Diploma or degree in a related field and at least 2 years of related experience.

Qualifications

• Diploma or degree in Business Administration, Facilities Management, or related field.
• Minimum 2 years of administrative/coordinator facilities experience or operations support.
• Strong organizational skills and ability to manage multiple priorities and deadlines.
• Experience with invoice processing and vendor coordination is an asset.
• Proficiency with Microsoft Office; CMMS/ERP experience is an asset.

Responsibilities

• Provide administrative and operational support to facilities management teams across multiple facilities and business units.
• Coordinate day-to-day facilities requests and service activities for managed and non-managed sites.
• Maintain accurate records, contracts, service documentation, vendor files, and operational documentation.
• Coordinate workflows, track action items, and follow up with internal teams to ensure timely completion of tasks.
• Process invoices, verify coding, support financial approvals, and assist with reconciliation of facility-related expenses.
• Track purchase orders, service requests, vendor activities, and support resolution of invoice discrepancies.
• Assist in the preparation of training materials, user guides, standard operating documents, and training resources.
• Monitor and support training compliance, record maintenance, and administrative tracking requirements.
• Collect, analyze, and maintain performance data to support KPI reporting, dashboards, and operational reporting requirements.
• Prepare reports, summaries, and performance documentation while ensuring data accuracy and timely submission.

Skills

Organizational skills

Communication

Stakeholder management

Detail-oriented

Excel

Vendor coordination

Invoice processing

Education

Diploma or degree in Business Administration/Facilities Management

Tools

CMMS

ERP systems

Microsoft Office

Job description

Generic - Mississauga, ON
Mississauga, ON, CAN

• Pay or shift range: $48,000 CAD to $50,000 CAD
  The estimated range is the budgeted amount for this position. Final offers are based on various factors, including skill set, experience, location, qualifications and other job-related reasons.

Description

Thesalaryrange for this position is$__________to$__________. Final compensation will be determined based on relevant skills, experience, qualifications, and internal equity. In addition to basesalary, eligible employees may be entitled to other elements of total compensation, which may include group benefits, employer RRSP contributions, and discretionary bonus or incentive programs, where applicable to the role. We are committed to offering competitive compensation and comply with all applicablepaytransparencylegislation. Further details regarding our total rewards program will be shared by the Talent Acquisition team during the hiring process. Canadian work experience is not a requirement for this role. Pleasenote that artificial intelligence-based tools may be used at certain stages of the recruitment and applicant screening process.

This is a posting for an existing job vacancy.

As the Facilities Coordinator, you are responsible for providing administrative and operational support across multiple facilities and client sites. You will play a key role in ensuring facilities operations run efficiently by supporting service coordination, financial administration, reporting, documentation control, and day-to-day facilities management activities while maintaining strong relationships with internal stakeholders, vendors, and service providers.

Now, if you were to come on board as our Facilities Coordinator, we'd ask you to do the following for us:

• Provide administrative and operational support to facilities management teams across multiple facilities and business units.
• Coordinate day-to-day facilities requests and service activities for managed and non-managed sites.
• Maintain accurate records, contracts, service documentation, vendor files, and operational documentation.
• Coordinate workflows, track action items, and follow up with internal teams and stakeholders to ensure timely completion of tasks.
• Process invoices, verify coding, support financial approvals, and assist with reconciliation of facility-related expenses.
• Track purchase orders, service requests, vendor activities, and support resolution of invoice discrepancies.
• Assist in the preparation of training materials, user guides, standard operating documents, and training resources.
• Monitor and support training compliance, record maintenance, and administrative tracking requirements.
• Collect, analyze, and maintain performance data to support KPI reporting, dashboards, and operational reporting requirements.
• Prepare reports, summaries, and performance documentation while ensuring data accuracy and timely submission.

Think you have what it takes to be our Facilities Coordinator? We're committed to hiring the best talent for the role. Here's how we'll know you'll be successful in the role:

• Diploma or degree in Business Administration, Facilities Management, or a related field, or an equivalent combination of education and experience.
• Minimum 2 years of experience in an administrative, coordination, facilities, property management, construction, or operations support role.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Experience with invoice processing, reporting, vendor coordination, or financial administration is considered an asset.
• Proficiency with Microsoft Office applications, particularly Excel, Word, and PowerPoint; experience with CMMS, ERP, or facility management systems is considered an asset.
• Excellent communication, interpersonal, and stakeholder management skills with strong attention to detail and administrative accuracy.
• Ability to work effectively in a fast-paced environment, handle confidential information professionally, and take a proactive, customer-focused approach.