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Facilities Coordinator
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EMPLOYER: Canadian Mothercraft of Ottawa Carleton


Facilities Coordinator

Reports to:  Director of Corporate Services

Job Summary

The Facilities Coordinator, under the direction of the Director of Corporate Services, is primarily responsible for ensuring continuity at Mothercraft in the areas of building operations and maintenance, building leases, insurance, utility services and maintenance service contracts as well as providing administrative support to Mothercraft’s programs. The Facilities Coordinator is also responsible for the purchase of products and act as a backup to Reception.  The Facilities Coordinator must have the ability to adapt to new technology and ability to deal with people sensitively, tactfully, diplomatically, and professionally at all times.


  • Above average organizational skills
  • Excellent computer skills
  • Versatile and flexible under high-pressure situations
  • Problem solver
  • Proactive thinker
  • Effective time-manager
  • Ability to work both independently and in a team environment
  • Ownership skills

Job Duties

  • Manage facility and building operation services, repairs and maintenance provided by staff, service providers and contractors, ensuring completion is efficient, cost effective and with the least amount of disruption to the programs.
  • Coordinate purchasing of products and services, conducting contractor/supplier walk through building visits, negotiating contracts and liaising with suppliers (and their subcontractors if applicable) and contractors.  Ensuring all companies hired to work for Mothercraft have the appropriate WSIB coverage and liability insurance.  Maintains records of same.
  • Supports the operations and maintenance of facilities (e.g. electrical, HVAC, plumbing, building automation, fire detection and suppression, electronic security and communication systems, roads and grounds).
  • Constant monitoring of deficiencies and service calls.
  • Negotiates with maintenance and repair contractors for services for resolving deficiencies.
  • Ensures all planned and essential service maintenance is performed, documented and audited.
  • Monitors maintenance schedules.
  • Oversees building security.
  • Active certified member of the Health and Safety Committee.
  • Coordinates equipment maintenance, service and lease agreements.
  • Coordinates all insurance requests and maintains records of such.
  • Prepares building asset inventory.
  • Orients staff in the use of office technology and materials, is available to assist if issues cannot be successfully addressed by the person using any particular technology (i.e. printer paper jams).
  • Provides reception relief.
  • While covering the reception position, acts as a first point of contact and provide general information to staff, clients, and the public.
  • Answers telephone and electronic inquiries and relays telephone calls and messages
  • Refers and/or redirects calls, emails, or visitors as required.
  • Effectively and professionally greets and communicates to internal and external clients and service providers in person, on the phone and through e-mail.
  • Verifies expense and service invoices.
  • Maintains a professional environment in which to conduct business and manage business services.
  • Supports and maintains relationships with external service providers, partners and clients.          
  • Seeks out and promotes professional development.
  • Provides administrative support to coworkers and management.
  • Prepares, reviews, and/or edits various forms of correspondence.
  • Prepares and submits accurate reports and records.
  • Assists with continuous improvement to projects and procedures.
  • Maintains a professional appearance, demeanour, and attitude at all times.
  • Maintains a high level of confidentiality in all interactions.
  • Protects the health and safety of others by adopting safe work practices and reporting unsafe conditions immediately.
  • Ensures compliance with provincial regulations and agency policies, procedures and best practices.
  • Performs other reasonable duties that may be assigned.

Job Requirements

  • Post-secondary education in an administrative field or a combination of education and work experience
  • Three-five years of facilities and administrative experience
  • Knowledge of the Occupational Health and Safety Laws
  • Knowledge of equipment required for maintenance
  • Ability to manage multiple projects at once while adhering to strict schedule deadlines
  • Ability to write and format complex correspondence, including memos and letters
  • Proficiency in database applications and administration systems
  • Proficient in Microsoft Office programs (including Word, Excel, and PowerPoint)
  • A willingness and ability to be available after hours and occasional weekends for routine repairs and maintenance and crisis situations as required
  • Must have a valid driver’s license and regular access to a vehicle
  • Valid Standard first aid and CPR certification
  • Satisfactory vulnerable sector police check
  • Demonstrated time management skills
  • High level of integrity and work ethic

Work Conditions

  • Working in a busy office environment with frequent interruptions
  • Extended periods of sitting
  • Interaction with employees, management, and the public at large
  • Occasional overtime
  • Exposure to infectious waste or illnesses

START DATE: 12/03/2018

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