Facilities Coordinator

Role Responsibilities

This position is responsible for the operation and maintenance of an assigned buildings portfolio through the supervision of the administration of Total Property Management (TPM) contracts. In addition to demonstrated leadership skills, the Facilities Coordinator requires significant business administration and technical expertise to ensure the assigned portfolio is operated and maintained in accordance with established standards and guidelines and meets client and program delivery requirements.

This position provides input to budget development and forecasts for the assigned portfolio, as well as monitoring expenditures and recommending approval of payments to contractors. In addition, the Facilities Coordinator coordinates the development of maintenance, occupational health and safety, security, and emergency plans for the assigned portfolio. This position also has a project coordination component, taking a lead role in identifying, prioritizing, and scheduling work for service and construction projects associated with building operations and maintenance. Also, this position oversees the activities of consultants and contractors associated with projects and liaise with project stakeholders to ensure projects undertaken to enhance the asset value of government-owned and leased space are completed in accordance with established requirements and with minimal disruption to clients.

The Facilities Coordinator works closely with clients, contractors, landlords, Ministry representatives, and the public to ensure the assigned building portfolio is operated and maintained in a safe, cost-effective, and efficient manner. Reporting to the Facilities Manager, this position functions within the parameters of applicable legislation, regulations, policies, directives and guidelines.

The primary responsibilities for the Facilities Coordinator include, but are not limited to:

• Overseeing day-to-day operations and maintenance of the assigned portfolio, including coordinating and ensuring timely and appropriate responses to client work orders, questions, and concerns
• Implementing projects: including researching, planning, and preparing project estimates; providing project rationale; identifying, prioritizing, and scheduling associated work; and ensuring work is completed in accordance with established guidelines and timelines
• Providing input to development of contracts for maintenance services, operations services, and projects; including: drafting contract language pertaining to scope, time, dollars, and technical specifications; assists with procurement processes for contract services; and oversees contract delivery phases by ensuring terms are met, monitoring expenditures, reporting status, ensuring quality assurance standard are met, and facilitating communication with contractors, clients, Facilities Manager, and Project Managers
• Planning, assessing, and coordinating delivery of occupational health and safety functions for assigned portfolio, ensuring completion of hazard assessments and incident investigations and compliance with safe operating procedures, occupational health and safety codes, and prime contractor guidelines
• Coordinating tendering of projects in accordance with established guidelines and recommends contract awards
• Performing site inspections, completes documentation for changes and change orders, coordinates associated approval processes with project stakeholders as required, and ensures project specifications are met
• Promoting and demonstrating core values of the Government of Alberta (Respect, Accountability, Integrity, Excellence)
• Participating actively in committees and working groups, providing relevant perspectives relating to operations and maintenance services aimed at maintaining asset value of government-owned and leased buildings and land

Role Responsibilities continued

The successful candidate will have well developed and demonstrated:

• Problem solving and decision-making skills, including ability to research and analyze information obtained from varied sources and develop solutions and recommendations for consideration of decision-makers
• Strong written and verbal communication skills, including ability to articulate technical issues and solutions for diverse audiences and prepare reports and correspondence in response to requests for information level (including requests originating from ministerial offices)
• Interpersonal and relationship management skills to interact with diverse clients, contractors, landlords and stakeholders and develop solutions for issues involving various perspectives
• Leadership skills, including ability to champion progressive approaches to the maintenance of asset value and influence others to commit to innovative approaches
• Mediation and conflict resolution skills to resolve client, landlord, contractor and other complex issues
• Human resource management skills to supervise staff directly and/or provide guidance to contractors

Please click on this link to view the job description for this position.   

APS Competencies

Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

This link will assist you with understanding competencies: https://www.alberta.ca/system/files/custom_downloaded_images/psc-alberta-public-service-competency-model.pdf.

Qualifications

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification.
Refer to https://www.alberta.ca/alberta-public-service-minimum-recruitment-standards.

Required:

•    Two-year technical Diploma in a related field PLUS Six years related experience

Equivalency: Related experience or education (e.g. related diploma) may be considered as an equivalency on a one for one basis.

Assets:

• Experience interpreting contract and lease documents
• Knowledge of project coordination/management methodologies and processes
• Property management experience; including building maintenance and operations, budgeting and accounting and health and safety
• Knowledge of relevant legislation, regulations, standards, and codes (e.g., building electrical and mechanical systems and equipment standards, security, and emergency management guidelines, building and fire codes, Occupational Health and Safety Act, Freedom of Information and Protection of Privacy Act)

Notes

This position is a Permanent, full-time role with the standard weekly work hours of 36.25, Monday to Friday (8:15 am – 4:30 pm).

Location: Calgary, Edmonton or Red Deer, Alberta

Required Travel: 25 – 50%

Pre-Employment Checks will be completed to assess the candidate’s suitability for a role. These checks may include (but are not limited to): references, criminal record check, academic verification, etc.

Any costs associated with obtaining the required documents/checks as noted or interview travel expenses, will be the responsibility of the candidate. Out-of-province applicants can obtain the required documents/checks from the province they currently reside in.

Links and information on what the GoA have to offer to prospective employees.

•    Working for the Alberta Public Service - https://www.alberta.ca/advantages-working-for-alberta-public-service.aspx.
•    Public Service Pension Plan (PSPP) - https://www.pspp.ca.
•    Alberta Public Service Benefit Information - https://www.alberta.ca/alberta-public-service-benefits.
•    Professional learning and development - https://www.alberta.ca/professional-development-support-directive.
•    Research Alberta Public Service Careers tool – https://researchapscareers.alberta.ca.
•    Positive workplace culture and work-life balance.
•    Leadership and mentorship programs.