Job Posting 102236

Facility Coordinator
Four Seasons Centre for the Performing Arts
Toronto Metro area
145 Queen St W, Toronto, ON M5H 4G1
closed 8 days ago (Mon, 15 Jul)
full time  •  $55K to $60K depending upon experience

The Four Seasons Centre for the Performing Arts (FSCPA) is a 2000-seat + performance venue in the heart of downtown Toronto. The Centre is the home of the Canadian Opera Company and the National Ballet of Canada, and hosts a variety of other events including galas, meetings, corporate functions, film screenings, and social events.

We are now accepting applications for the full-time position of Facility Coordinator, reporting to the Associate Director, Facilities.

 

WHAT WE OFFER 

This Leadership role within the Canadian Opera Company offers several key attributes: 

 

  • Competitive Salary and vacation package
  • Potential for professional growthand career advancement
  • Opportunity to work within a progressive, inclusive and welcoming arts organization
  • Employee Assistance Program 
  • Extended Healthcare coverage
  • RRSP contribution plan after one year of service

 OVERVIEW

Reporting to the Associate Director, Facilities, this position plays a critical role in ensuring patrons and guests have an exceptional experience when attending performances and special events at the FSCPA. Success requires effective management and development of colleagues, positive vendor/partner relationships, organizational skills and financial aptitude.

 

This is an in-person position, with limited ability to work remotely and will require some evening and weekend shifts.

 

This is a safety sensitive position.

 

KEY RESPONSIBLITIES

 

Facility Upkeep

  • Coordinating day-to-day logistics related to amenities, preventative maintenance, contractors, chattel, and deliveries 
  • Coordinate and follow up on preventive maintenance, work orders and other operational functions  
  • Make recommendations to the AD regarding best practices for resolving upkeep-related issues
  • Prioritize and propose on work requirements, securing necessary approval for upkeep-related projects from AD; follow up with required items and/or labor necessary to proceed with the approved project
  • Ensuring signage and posters around the facility is good repair, and changed as per provided schedule

People Management

  • Planning for and leading shift briefings, which support clear direction and expectations to line Facility Stewards.
  • Leading on job posting/s, interviewing, onboarding, training, and all related paperwork needed for new colleagues
  • Building an environment that prizes mutual respect, pursuit of excellence, and seeking efficiencies with current colleagues
  • Scheduling Facility Stewards to ensure proper coverage of/for events, performances and other activities in the building
  • Creating work plans, schedules and daily assignments for the Facility Stewards to ensure efficiencies within the department and follow up on assigned work and coaching staff as appropriate.
  • Keep organized and up-to-date employee files

 Planning

  • Attending and conducting weekly meetings with various colleagues, staff groups, and rights/stake holders
  • Coordinating with the Facilities team including Facility Stewards, Building Operators, housekeeping staff, and contractors to ensure building is ready for scheduled events and performances.
  • Following Event Orders, 28-day, and Client generated documents, to resolve building and setup issues, as well as ensure appropriate resources are planned (people and materials)
  • Ensuring that the building is reset as needed between third party events and requirements for major tenants.
  • Responding to Colleague, Tenant, Vendor and Client requests in a timely manner
  • Inspecting the building for any rental items that did not get picked up and coordinate pick-up
  • Reporting any issues with budgets, employees, assets, health and safety and upkeep to AD

 Financial Responsibility

  • Tracking time off (vacation, sick, bonus, lieu), and overtime incurred by Facility Stewards, as well as all processing of payroll, on time and with a high degree of accuracy.
  • Purchasing supplies and equipment as required by the facility, ensuring processing all purchases follow company bookkeeping methods and standards, and set budgets/forecasts.

 Safe Workplace

  • Working in adherence to all health and safety protocols and ensure direct reports and vendors do as well
  • Assisting in developing and maintaining SOPs related to the department 
  • Assisting and supporting team members with First Aid, Fire, or other incidents/emergencies as outlined in the GetReady Incident Management plan
  • Resolving health and safety concerns identified during walkthroughs/from other staff
  • Collecting and filing regulatory documents such as Liability Insurance, WSIB, Security licenses TSSA licenses, Occupancy permits

 OFFICE MANAGEMENT

  • Ensure all administrative planning and related duties are kept organized, concise and efficient.
  • Keeping inventory of stock, tracking position within the building, and replacing material as needed to ensure supplies are always on hand, without overstocked.
  • Ensuring deliveries are logged properly, waybills collected and filed, and recipient receives their delivery
  • Assisting IT with printer issues as needed
  • Understand which assets are directly managed by you and your team, as opposed to those managed by the core crew of Production Services.
  • Functioning as primary contact for contractors, vendors, staff, and tenants

 MAJOR TENANTS

  • Coordinating delivery and tracking of tenant specific materials such as food, furniture, programs, brochures, and posters
  • Ensuring inventories of programs and brochures are adequate to meet tenant’s expectations - Communicating shortfalls as needed.
  • Ensuring any specific client furniture/related setup requirements in the lobby, lounges and dressing rooms are completed as requested, on time.

 OTHER

  • On occasion, support similar duties at other locations
  • Additional duties and task as required

 Experience and Skills

 

The ideal candidate has a minimum of three (3) to five (5) years’ experience in a similar leadership capacity, preferably within a Facility/Venue and/or Live Event space, combined with a degree/diploma or technical training.

Successful Candidates will need to demonstrate:

 

  • The ability to model professional, positive, courteous and effective relationships with peers, partners and our patrons/clientele, and a business approach, which prioritizes integrity.
  • A curious nature combined with a desire for excellence.
  • Strong attention to detail, with the ability to retain a top-level perspective, determine best solutions and make decisions appropriate for the ‘big picture’.
  • The ability to listen, process, reinterpret pertinent information, and communicate effectively, combined with problem solving and prioritizing skills.
  • Strong written and oral communications skills
  • Strong leadership and intrapersonal skills paired with the ability to supervise, coach/train entry-level staff.
  • Strong time and organizational skills
  • Affinity to work in a diverse, inclusive and artistic environment
  • Excellent customer service skills, combined with a positive demeanour and the ability/willingness to provide warm, proactive/solutions-based approach to Clients and Colleagues alike.
  • The ability to stay calm and make others at ease, feel more confident/positive in stressful situations, and make appropriate decisions quickly.
  • Proficiency with computers and Microsoft Office 365, Word and Excel, combined with the ability to learn new software applications such as Business Central and Arts Vision.
  • Must be Smart Serve certified
  • Knowledge of health and safety procedures, best practices, regulations, and protocols.
  • Knowledge of building HVAC, plumbing, mechanical, electrical and related building systems.
  • Ability to stand/walk for extended periods of time and must be able be able to lift 50 pounds without difficulty 
  • Comfortable with heights, elevators, stairs, small hand tools, material handling methods, small power tools, and driving 
  • Willingness to adapt to new situations, and learn new skills

 This is a full-time position with a hiring range of $55,000 - $60,000 per annum.

 

As Canada's largest opera company, the COC deeply values equity and diversity across all levels of the organization and believes in fostering an inclusive, discrimination-free environment that fully supports our team’s personal and collective success. We are committed to building a workforce that reflects our community, our city, and our country and, in turn, the COC welcomes applicants from all backgrounds and abilities who share and embrace these values.

 

The COC is committed to providing accommodation for people with disabilities in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) in all parts of the hiring process. If you require accommodation, please let us know and we will work with you to meet your needs.

 

The Canadian Opera Company thanks all applicants in advance, however, only those considered for an interview will be contacted. No phone calls or agencies please.

 

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