Facilities Coordinator

Website Toronto Hydro

Job Description:

The Facilities Coordinator is responsible for managing the day-to-day activities to support all facilities staff, various facilities and substation projects as part of the facilities capital and operating plan program. The Coordinator uses the departmental technology system to allocate and assign work requests and coordinates all aspects of planning, design preparation and contract administration related to the maintenance of all buildings and properties.

Job Responsibilities:

  • Reviews and monitors day-to-day outsourced Facilities contractor performance, and project completion. Creates purchase requisitions, processes invoices, and ensures vendors are paid in an accurate and timely manner
  • Creates Request for Proposal (RFP) documents for submission to procurement, reviewing tender/RFP submissions and/or drawings, and bid evaluations. Ensures business needs are reflected in the RFP bid documents; responsible for answering queries from vendors related to the bid process
  • Consults with internal business units to plan for the execution of Facilities projects or activities, and coordinates needs with internal stakeholders, external consultants, suppliers, contractors, etc.
  • Investigates and follows-up on submitted work requests from both internal (All Toronto Hydro departments) and external customers. Utilizes departmental technology system reporting and analytics to review work order submissions on a day-to-day basis to ensure work orders are closed in a timely manner. Monitors pace and quality of work order closure
  • Works with vendors to source appropriate materials on a timely basis
  • Supports Facilities Team in any other activities as required
  • Provides direction to contractors on material selection, inspection requirements, schedules and overall project execution
  • Develops memos regarding emergency work or notifications for company-wide release
  • Coordinates all Facilities-related work and ensures the work is completed on time while maintaining strong communication with relevant stakeholders
  • Collaborates with Environment, Health & Safety team on JSA development, safety improvements, and inspections
  • Accountable for the planning and execution of projects (smaller and lower risk projects); Provides cost estimates and schedules to monitor and track budgets, performance, quality, scope and productivity
  • Utilizes client self-service portal to interrogate work requests when necessary and pull relevant data
  • Reports monthly on KPIs related to work order performance
  • Responsible for contract administration, by coordinating, reviewing and involving appropriate stakeholders during the design phase of the project. Manages the Notice of Contractors (NOC) issuance process to ensure communication of work to key stakeholders
  • Conducts field visits (to Toronto Hydro owned stations and other owned assets) with contractors. gathers information for project completion status and/or health and safety investigations. Ensures contractor health and safety practices are in compliance with required legislative health and safety rules and regulations
  • Completes building inspections as required on a biweekly/monthly basis (ISO, 5S)
  • Support initiatives of other teams/departments within Toronto Hydro as required
  • Prepares reports, updates records and documents pertaining to projects; Performs departmental administration activities as required. Proactively initiates process improvement initiatives

Job Requirements:

  • Ability to operate vehicles requiring a Class G license and associated equipment related to the position
  • Conversant with office building operational equipment (Electrical, Mechanical, Security, Civil)
  • Ability to act as a safety leader by incorporating sustainable safety and environmental considerations into business decisions and actions
  • Valid G class drivers’ licence
  • Ability to suggest changes or to support new and/or modified processes which contribute to improved productivity and departmental/ divisional performance
  • Superior verbal and written communications skills
  • Excellent project management, time management organizational skills
  • Ability to perform work in a manner that ensures own health and safety and the safety of others
  • Experience using SAP (or any ERP software) and advanced MS Office skills
  • University Degree in Business Administration, Engineering, or related field
  • Strong interpersonal skills
  • Previous experience working in a unionized environment preferred
  • Drives Results & Accountability: has a clear sense of corporate direction, expectations, holds self and others accountable to achieve objectives
  • Ability to accept work assignments with a clear understanding of related quality, quantity, cost and performance targets / expectations
  • 2-3 years’ experience working with Facilities management, contractor management, and project coordination
  • Project management experience
  • Champions Change, Productivity, & Innovation: invests in innovation, continuous improvement and productivity as essential drivers of long-term sustainability
  • Knowledge of Computerized Maintenance Management Systems (CMMS)
  • Demonstrates Customer Focus: models customer focused approach in all decisions and actions
  • Basic knowledge of contracts, invoicing/coding
  • Knowledge of Facilities operations and office moves

Job Details:

Company: Toronto Hydro

Job Category: Government

Vacancy Type: Full Time

Job Location: Toronto, Ontario, CA

Application Deadline: N/A

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