Facility Services Coordinator – FMO

Black & McDonald Limited; Ottawa; On-site; CAD 80,000 - 100,000; Full time

Job summary

A facilities management company in Ottawa, Ontario, is seeking a full-time Facility Services Coordinator. This role involves providing high-level customer service, coordinating technical staff, and ensuring operational efficiency. The ideal candidate will have 3-5 years of related experience and proficiency in Microsoft Office. Bilingualism in French/English is an asset. The company values an inclusive environment for all candidates.

Qualifications

• 3-5 years of related work experience.
• Experience in dispatching or service operations preferred in HVAC/electrical/building automation.
• Able to maintain a Secret Security Clearance.

Responsibilities

• Assign and monitor workflow to ensure efficient operations.
• Communicate with clients and schedule work.
• Prepare operational and client reports.

Skills

Effective communication

Customer focus

Problem solving

Teamwork

Proficiency in Microsoft Office

Bilingualism (French/English)

Education

Degree or Diploma in Business Administration

Job description

Overview

Black & McDonald is seeking a full-time Facility Services Coordinator in Ottawa, Ontario. If you are a collaborative, enthusiastic, and driven professional searching for an opportunity to build a solid foundation for your career, this position is for you. The Coordinator provides a high level of customer service support to meet customer requirements and is responsible for coordinating technical field staff. This position reports to the Operations Manager and works collaboratively to ensure administration processes are executed accordingly and the delivery cycle for service and projects meet client requirements.

Responsibilities

• Assign and monitor workflow.
• Manage the on-call schedule and technician vacation requests.
• Create purchase orders for technicians.
• Review work orders daily for completeness and action any missing information.
• Communicate with clients to schedule upcoming work, follow up on progress, and advise of completion.
• Coordinate with subcontractors to obtain estimates, arrange access, and finalize reports.
• Monitor maintenance and quoted repairs to ensure completion within the allotted timeframe.
• Ensure all relevant safety, procedural, and site-specific information is provided to technicians.
• Prepare operational and client reports.
• Receive and validate invoices.
• Submit time entry summaries to payroll on time every week.
• Identify & suggest opportunities for process improvements & efficiency.

Competency requirements

• Communicate effectively
• Continuous learning
• Customer focus
• Holds self and others accountable
• Problem solving and innovation
• Teamwork and collaboration
• Values and respects others

Education requirements

• Degree or Diploma in Business Administration or a related field is considered an asset.

Work experience requirements

• 3-5 years of related work experience.
• Experience in dispatching or service operations, preferably in the HVAC, electrical, or building automation industry is an asset.

Skills, abilities, and other requirements

• Able to obtain and maintain a Secret Security Clearance
• Proficiency in the use of Microsoft Office applications (Word, PowerPoint, Excel, Outlook etc.)
• Excellent verbal and written communication skills
• Bilingualism (French/English) would be considered an asset

Black & McDonald welcomes and encourages applications from persons with disabilities. Accommodation is available upon request for candidates taking part in all aspects of the recruitment and selection process.

If you are an existing Black & McDonald employee, please notify your supervisor of your interest and intent to apply before applying.