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Facilities Coordinator


This is a Contract position in Toronto, ON posted June 11, 2018.

The purpose of this position is to provide assistance to the Facilities Manager, Canada, and overall facilities management team across the Americas. This role will ensure the successful completion of client service delivery and facility needs. This position provides a wide variety of support services including, but not limited to reconciling invoices for payment, budget analysis, purchasing facility services, materials and supplies, creating and responding to work orders and coordinating small projects.  The successful candidate will have excellent customer service skills, be a team player, is detail oriented and has strong organization and communication skills.

ESSENTIAL DUTIES AND RESPONSIBILITIES  Support the Facilities Manager, Canada and the facilities management team across the Americas on administrative and operational activities.
Directly manage onsite vendors ensuring reception services, mail services, and pantry operations are effectively run.

Responds to client inquires and concerns. Ensures timely and quality service delivery to clients. Follows up with clients to ensure customer satisfaction.
  Own the ongoing daily conference center operation, ensuring rooms, technology, and people are meeting established standards; position will have a high focus on customer service.   Work closely with the Regional Guest Relations Lead to train reception staff on service standards.   Conduct daily facility and Guest Relations inspections and proactively address issues and reporting on facility requirements, maintenance and repairs.    Creates work orders and assigns work orders to multiple technicians, subcontractors and vendors. Communicates work orders to technicians and assists management in resolving problems.   Track work orders and ensure work is accurately completed and work orders are closed on time.   Provides reports on open and closed work orders and checks status with the appropriate technician or vendor.   Maintains files on work orders, proposals, and department files on SharePoint.
Creates vendor files and checks accuracy on completed paperwork submitted by vendors.
  Trains vendors on work order and billing procedures. Processes invoices and ensures proper cost center coding.   Participate in annual budget review and forecasting, recommend service improvements and seek cost savings and efficiencies.   Maintain monthly facility and project related expenses within the approved annual capital and operating budgets.   Responsible for the coordination of small projects from initial intake, to execution and close out.    Respond to emergencies as required during and after hours.    Uses PC/Laptop and/or mobile device for work order system, email, ESS (Employee Self Services) and training.   Assist with process and procedure training.   Other duties may be assigned. 
No formal supervisory responsibilities in this position, however this role will be responsible for onsite vendor managed staff.
High school diploma or general education degree (GED) required, higher degree preferred. Minimum of two years of related experience and/or training. 


Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding.
Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees. 

Requires solid knowledge of financial terms and principles.

Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires effective analytical skills.

Proficient in Microsoft Outlook, Excel, PowerPoint, and SharePoint. Physical requirements include stooping, standing, walking, climbing stairs and ladders.

Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short and long-term impact to co-workers and supervisor.

Skills Required

  • Education level: None
  • Work experience (years): None


Salary: N/D

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