Position Overview
We are seeking an organized, proactive and detail-oriented Facilities & Project Administrative Coordinator to support the day-to-day administration of property operations, maintenance, construction projects and capital improvements across a portfolio of commercial and industrial properties.
Working closely with the Director of Facilities and Property Management, the successful candidate will be responsible for keeping projects, inspections, quotations, documentation, contractor follow-ups, maintenance programs and administrative tasks organized and moving forward.
This position is intended for someone who is highly organized and comfortable taking ownership of follow-up. The individual does not need to be a construction expert; however, they must be comfortable communicating with contractors, consultants, suppliers, property staff and internal stakeholders and learning the terminology associated with construction and building operations.
A major objective of this role is to establish and maintain systems that ensure outstanding items are documented, assigned, followed up on and ultimately completed.
Key Responsibilities
Project & Construction Administration
- Maintain project action lists, outstanding-item logs and project trackers.
- Follow up with contractors, consultants, designers and suppliers regarding outstanding information, pricing, drawings and deliverables.
- Coordinate the collection of quotations for construction, maintenance and capital projects.
- Prepare quotation comparison sheets summarizing pricing, scope, exclusions, allowances and schedules.
- Maintain organized project files containing quotations and approvals
- Coordinate meetings, site visits, contractor access and project-related appointments.
- Record project decisions and follow up on resulting action items.
- Assist with the preparation of scopes of work and quotation requests.
- Track contractor commitments and expected completion dates.
- Identify overdue items and escalate them to the Director as required.
Property Maintenance Administration
- Maintain a master preventative maintenance schedule for all properties.
- Schedule recurring inspections and preventative maintenance activities.
- Coordinate contractors for routine repairs and maintenance.
- Obtain competitive quotations where required.
- Maintain property-specific deficiency lists.
- Track deficiencies from identification through completion.
- Coordinate follow-up inspections where appropriate.
- Maintain records of completed maintenance and repairs.
- Assist with annual planning for seasonal services including landscaping, snow removal, HVAC servicing and other recurring contracts.
Property Inspection Program
- Assist in developing standardized inspection checklists for each property.
- Coordinate or perform basic visual property inspections as assigned.
- Document deficiencies with photographs and written descriptions.
- Track maintenance, cleaning and housekeeping concerns.
- Create work items for identified deficiencies.
- Follow up until corrective actions have been completed.
- Maintain an inspection history for each property.
Fire, Life-Safety & Compliance Administration
- Collect and organize sprinkler, fire alarm and fire extinguisher inspection reports.
- Maintain a centralized compliance tracker identifying inspection dates, deficiencies and required corrective actions.
- Track monthly, quarterly and annual inspection requirements.
- Follow up with contractors regarding outstanding deficiencies.
- Maintain electronic property-specific compliance files.
- Assist with organizing emergency plans, exit plans and related building documentation.
- Maintain records of required employee and contractor safety documentation.
Contractor & Vendor Coordination
- Maintain an up-to-date contractor and vendor directory.
- Contact vendors to obtain quotations and schedule work.
- Coordinate site access with contractors, tenants and internal staff.
- Follow up on quotation requests and outstanding work.
- Maintain contractor insurance, WSIB and other required documentation where applicable.
- Assist in establishing a standardized contractor orientation/onboarding process.
- Track contractor performance, deficiencies and outstanding commitments.
- Maintain records of preferred contractors by trade.
Building & Emergency Information
Develop and maintain an organized information package for each property containing items such as:
- Building address and square footage
- Key contacts
- Alarm information
- Fire alarm panel locations
- Sprinkler riser locations
- Water, gas and electrical shutoff information
- Utility account/contact information
- Emergency contacts
- Lockbox/key information
- Site plans
- Emergency exit plans
- Contractor contacts
- Other critical building information
Ensure information remains current and readily available during emergencies.
Cleaning Program Administration
- Develop and maintain cleaning checklists for individual properties.
- Maintain defined cleaning frequencies and scope requirements.
- Coordinate regular cleaning inspections.
- Document cleaning deficiencies.
- Follow up with cleaning contractors regarding corrective actions.
- Obtain competitive cleaning quotations when requested.
- Maintain records of cleaning contracts and service requirements.
Safety Administration
- Assist in developing and maintaining the company's safety documentation.
- Maintain employee training and certification records.
- Coordinate recurring toolbox and safety talks.
- Maintain safety-talk records and employee sign-offs.
- Assist in maintaining a specific safety program for roofing operations.
- Track Working at Heights, WHMIS and other required certifications.
- Maintain incident and corrective-action documentation.
- Assist with contractor safety orientation records.
Timesheets, Cost Tracking & Recoverable Work
- Collect and organize weekly timesheets.
- Track labour hours by employee, property and project.
- Maintain daily work logs for selected crews and employees.
- Identify labour and work potentially recoverable from tenants or specific projects.
- Compile supporting documentation for billable work.
- Coordinate information required by accounting for invoicing.
- Track materials, equipment and third-party costs where required.
Procurement & Quotation Tracking
- Prepare and issue quotation requests based on direction from the Director.
- Follow up with contractors to ensure quotations are received.
- Organize and compare competing quotations.
- Highlight differences in scope and exclusions.
- Maintain quotation and procurement logs.
- Track approved quotations through scheduling and completion.
- Maintain records of capital purchases and proposed capital expenditures.
Administrative Support
- Maintain the Director's master property and project action lists.
- Monitor outstanding action items and provide regular status updates.
- Prepare meeting agendas and action-item summaries.
- Organize electronic project and property folders.
- Maintain contact lists and property information.
- Assist with correspondence, reports, trackers and spreadsheets.
- Coordinate meetings and appointments as required.
- Develop repeatable administrative processes rather than relying on individual emails or informal notes.
Construction Project Support
The position will also provide administrative support for the construction of a residential property:
- Maintaining the construction selections tracker.
- Tracking outstanding selections and approvals.
- Following up with designers and consultants regarding drawings.
- Organizing interior-design and construction drawings.
- Coordinating quotation requests for drywall, electrical, security, millwork, doors, trim and other trades.
- Maintaining contractor quotation comparison sheets.
- Coordinating samples and product information.
- Tracking exterior and interior lighting selections.
- Maintaining security and lighting drawing revisions.
- Coordinating information required for generator, security, millwork and other building systems.
- Maintaining decision logs identifying what has been approved, what remains outstanding and when decisions are required.
Ongoing Systems to Establish
A key part of the position will be helping develop and maintain repeatable systems for:
- Property inspections
- Preventative maintenance
- Cleaning inspections
- Contractor onboarding
- Fire and life-safety tracking
- Emergency building information
- Capital-project tracking
- Construction selections
- Quotation comparisons
- Daily work logs
- Recoverable labour tracking
- Safety documentation
- Vendor and contractor information
Qualifications
- Diploma or degree in business administration, construction, property management, project coordination or a related field is an asset.
- Previous administrative, project coordination, property management, construction or facilities experience is preferred.
- Strong organizational and follow-up skills.
- Excellent written and verbal communication.
- Strong proficiency with Microsoft Excel, Word, Outlook and Microsoft 365.
- Comfortable learning project-management, maintenance and construction-related software.
- Ability to maintain multiple trackers and projects simultaneously.
- Ability to communicate professionally with contractors, suppliers, consultants, tenants and employees.
- Comfortable reviewing quotations, drawings and project documentation.
- Strong attention to detail and record keeping.
- Ability to work independently and recognize when an outstanding item requires escalation.
- Valid driver's licence and ability to attend local properties when required.
Pay: $35.00-$38.00 per hour
Expected hours: 40.0 per week
Benefits:
- Casual dress
- Dental care
- On-site parking
- Paid time off
Work Location: In person
