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[ Purchase job posting ]

Facility Coordinator - Facilities Management Job Post

Posted: 11/1/2017

Facility Coordinator

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Position Description:

FirstService Residential is the largest manager of residential communities in North America, overseeing more than 5,600 properties and over 1.3 million residential units. FirstService generates more than $2.3 billion in annual revenue and has more than 23,000 employees worldwide. More information is available at

Primary Responsibilities:

The role of the Facilities Coordinator is to ensure that all physical and common area assets of in the development are properly maintained according to quality standards set by the Board of Directors and the Executive Director. The FACILITIES COORDINATOR will be responsible for overseeing that the day to day, seasonal, and annual maintenance operations are appropriately planned, executed, and finalized according to agreed deadlines and within budget.

The FACILITIES COORDINATOR duties will included overseeing the developments procurement policies and procedures, project management duties, cost savings initiatives, budget planning, contract management, infrastructure inspections, regular reporting, work order management, resources/supply purchasing, and coordinating the efforts of team members and third-party contractors or consultants in order to deliver projects according to plan.

The role of the FACILITIES COORDINATOR will be both administrative and hands on.

Skill Requirements:

Engineering or other technical background from a university or vocational sources.Technical experience in facility management with a thorough knowledge of building/construction plans, HVAC, electrical, plumbing, mechanical, and carpentry trades.

Must be familiar with the operation of all tools and equipment related to facility maintenance.

Minimum 5+ years experience as supervisor/manager in the maintenance of facilities and buildings.

Professional demeanor. Desire to take ownership and personal responsibility for assignments.

Must be proficient in Microsoft Word, Excel, Windows XP, and Microsoft Project Management.

Strong written and verbal communication skills.
Flexibility and willingness to handle a variety of tasks.

Self-motivated; demonstrated interest in taking initiative, anticipating needs, carrying projects through completion with minimal direction, and working with a high degree of urgency.

Detail oriented, with the ability to produce high quality work in a deadline-oriented environment and an ability to multi-task.

Team player. Willing to collaborate and receive constructive feedback for the greater good.

Duties and Responsibilities:

Responsible for the supervision of maintenance staff to include training, discipline, and front line performance appraisal.

Responsible for the inspections of all amenity buildings to include follow-up inspections on work performed by maintenance staff.

Implement policies, procedures, and ensure compliance of operational short-term and long-term goals with overall objectives.

Administers budgets, contracts, purchases and requisitions relative to ongoing projects as assigned by the Executive Director and ultimately the Board of Directors.

Responsible for full-scale blue print project plans, Requests for Proposals (RFP`s), pro-actively manages changes in project scope to identify and manage potential crises.

Scheduling oversight and completion of all projects utilizing the project management methods and technology.

In conjunction with the Executive Director and other Department Heads, responsible for maintaining good working relationships and promoting good public relations with residents, committees, advisory personnel, vendors and local officials.

Responsible for monitoring and maintaining preventative maintenance programs for all facilities as applicable; maintain proper records of all such maintenance programs.
Focus on operational efficiency and create a culture of continuous improvements within the department.

Responsible for the custody and safe-keeping of all facilities records (plans, specifications, etc.) that might be needed as part of the transition from Developer control to Resident control.

Ensures a highly efficient safety program, with emphasis on awareness, discipline, and compliance. Overall safety program to conform to OSHA standards, and other safety venues as deemed appropriate.

Supervises, trains and directs maintenance staff through work orders.

Assesses repair needs and estimated time needed for repair (including evaluating problems to determine whether or not professional assistance or further instruction is needed in order to complete task/repair).

Maintains disaster preparedness by identifying potential problems, developing response plans, managing crises.

Records and evaluates preventive maintenance activities and programs.

Performs maintenance replacement and repair in areas of carpentry, electrical work, plumbing, mechanical, painting, flooring, and other minor building repairs as long as a permit is not required to conduct the job.

Ability to properly utilize new equipment and follow safety procedures prior to using this equipment.

Record and report all unusual and irregular conditions to the Executive Director.
Ensure all equipment, supplies and materials are in functional working condition in a neat and orderly manner.

Assists the Executive Director in the over site of infrastructure repairs, inspections, and preparing a strategic plan for annual maintenance on the infrastructure of the development.

Responsible for preparing and updating an annual schedule of services and inspections for the building and common area grounds throughout the community.