Facilities Coordinator

Permanent, Full-Time 1.0 FTE (35 hours/week)

Black Creek Community Health Centre (BCCHC) is a community-based primary care organization that is committed to addressing the social determinants of health in a client-centered, equity driven manner.

Operational excellence, including Information technology, has become the backbone of how we deliver service, and we are committed to provide supports that effectively enables the work we do for clients across all sites. We do this by valuing and respecting people and working collaboratively to build supportive relationships. We welcome diverse skills and experiences and support alternate perspectives.

General Responsibilities: The Facilities Coordinator brings to the organization experience managing vendors and contractors. In this role, the successful candidate will have accountability for managing the various properties occupied by BCCHC and be the point of contact for property owner/managers. To be effective, the Facilities Coordinator will be responsible to develop a preventative maintenance schedule, an operating plan for the facilities function and maintain a budget to track opportunities for future considerations.

In this role the facilities Coordinator will support internal inspections, asset and inventory management, and supervise facilities vendors and vendor contracts to ensure alignment with BCCHC policies. The job requires that the successful candidate work regular and extended hours as required by the Centre’s operations. The Coordinator will be on call 24 hours as required.

Responsibilities

Contractor Management

•         Supervise the work orders completed by vendors and assess performance regularly to ensure effective vendor management.

•         Ensure communication and efficient operations with third party vendors, including but not limited to, cleaning services, security, HVAC vendors, facility maintenance and other vendors.

•         Responsible for repair & maintenance of facilities equipment.

•         Follow up on all preventative maintenance procedures completing assigned tasks where necessary.

Workspace Asset and Storage Management

•         Support staff in implementing good inventory and asset management practices

•         Coordinate staff space moves and relocation to new offices

•         Work collaboratively with managers to optimize staff space allocation

•         Manage purchases and procurement of supplies and equipment

Maintenance management

•         Identify and coordinate the resolution of all maintenance and repair issues that arise and ensure facilities, including all building systems, are safe and properly maintained.

•         Coordinate BCCHC maintenance and repair responsibilities in leased facilities (North York Women’s Shelter, Hub, Shoreham, Arletta and other locations as per lease agreements)

•         Obtain quotes, to select qualified trades/outside contractors, and monitor their work in accordance with the organizations procurement policy.

•         Develop and ensure required compliance of facilities policies and procedures. 

•         Ensure compliance with all standards and ensure that requirements are met regarding retail mall requirements (including but not limited to building and fire codes, building security) occupational health & safety, infection control and other legislation. 

Capital project management

•         Lead or support the development of capital project proposals and reporting such as Community Infrastructure Renewal Fund (CIRF)

•         Lead capital building projects, renovations, or refurbishments.

 Building Security Management and access control

•         Manage the building security, including key and fob entry systems.

•         Ensure alarm and panic systems are maintained and that necessary training/communication is provided to staff

Health & Safety

•         Participate in organization’s Joint Health & Safety Committee 

•         Lead issues resolution relating to facilities structure and function

Communication

• Inform staff when contractor and/or trades will be on site and any impacts the work will have on them.
• Develop and maintain facilities policy and procedures. Ensure effective adoption of policies and procedures within the organization.

Professional Development

•         Continue to improve professional knowledge and remain up to date concerning current trends in facilities management.

•         Continue to upgrade knowledge of the Occupational Health and Safety Act (OHSA), Personal Health Information Protection Act (PHIPA), Accessibility for Ontarians with Disabilities Act (AODA), the Ontario Human Rights Code and other relevant legislation.

Qualifications

Skills & Experience

•         Five (5) or more years of progressive experience in property and workspace management

•         Good understanding of facilities management and procurement processes

•         Post -secondary education (an asset)

•         Basic understanding of building systems to ensure safety and cleanliness standards, to include fire

•         Demonstrated comprehensive knowledge of and compliance with all relevant legislation and regulations, such as record retention, vendor management, and building standards.

• Demonstrated excellent interpersonal, and communication skills to respond effectively to staff issues requests, and vendors inquiries
• Sound problem-solving with the goal of addressing root cause of issues and a commitment to continuous improvement
• Proficient with computers and various software packages

•         Experience working in a community health sector is an asset.

Personal Attributes

• Strong communication skills
• Adaptable and customer-service/customer experience oriented
• Ability to work effectively in a dynamic healthcare environment
• Committed to lifelong learning and keeping pace with advances in the facilities management space
• Understanding of equity, diversity and inclusion principles and practices
• Highly flexible, consistently positive, and team-oriented outlook

Accountability:  The role will collaborate closely with the Centre’s management team, including IT, and will report to the Executive Director

Compensation: $67,733 – $77,144 plus excellent extended health benefits package