Facility Projects Coordinator

The Facility Projects Coordinator supports the planning and delivery of facility capital projects by coordinating scope development design reviews procurement activities construction monitoring and project close-out. The role ensures projects are completed efficiently cost-effectively and in compliance with organizational and regulatory requirements while supporting long-term facility needs and asset management priorities.

This is a Temporary 1-year position with the potential to extend.

KEY DUTIES AND RESPONSIBILITIES

• Prepares and reviews RFPs tender documents and scope packages for facility capital projects including renovations expansions lifecycle renewals and building system upgrades.
• Defines project scope and conducts design reviews site assessments permitting coordination and construction administration planning including as-built documentation requirements.
• Participates in procurement processes and supports or leads the selection of architects engineers consultants and contractors.
• Reviews facility design drawings technical specifications and contract documents to ensure compliance with organizational standards and applicable codes.
• Assists with the preparation of procurement documentation and supports contract award processes.

• Supports delivery of multiple facility capital projects from initiation through construction commissioning and close-out ensuring alignment with approved capital plans.
• Ensures cost-effective project delivery by evaluating alternative construction methods leveraging internal resources and optimizing project sequencing.
• Ensures all designs and construction activities comply with building codes fire codes OHS regulations and municipal provincial and federal requirements.
• Coordinates project activities including design development procurement construction progress monitoring and turnover documentation.
• Collaborates with internal departments (Operations IT Health & Safety Corporate Services) to ensure operational needs and technical requirements are incorporated into project designs.
• Researches and evaluates innovative building technologies sustainability practices and efficient project delivery methods.
• Develops communication plans including staff notifications signage intranet updates and other communication mediums.
• Coordinates with consultants contractors internal clients and building occupants to ensure smooth project execution and minimal operational disruption.
• Conducts pre-construction progress and post-construction meetings verifies quantities and workmanship and ensures compliance with tender specifications.
• Responds promptly to internal customer inquiries and conducts substantial performance and final acceptance inspections issuing required certificates.
• Completes all project close-out requirements including documentation warranty tracking and lessons learned.

• Prepares and updates project schedules charters scope statements work breakdown structures and cost estimates.
• Monitors and reports on project scope schedule budget and risk identifying variances and preparing year-end projections.
• Tracks construction progress and identifies schedule or cost risks throughout all project phases.
• Maintains accurate project records documentation and reporting systems including issues logs and status updates for leadership.
• Reviews project implementation and provide feedback to consultants contractors and internal leadership regarding quality compliance and performance.
• Reviews and approves progress draws change orders and final invoices.
• Supports data-driven recommendations for capital planning infrastructure prioritization and lifecycle renewal strategies.

• Collaborates with internal stakeholders to develop and implement asset management strategies that optimize the lifecycle of building assets.
• Supports facility master planning space utilization reviews and long-term infrastructure planning.
• Assists in assessing current and future operational space and facility requirements.
• Contributes to conceptual planning for facility expansions renovations and infrastructure improvements.
• Coordinates with departments to prioritize and sequence facility projects based on operational needs risk and strategic value.
• Ensures compliance with corporate policies industry standards and best practices in facility management and construction.
• Gathers and analyzes data related to building performance asset condition and lifecycle planning to support capital planning decisions.

• Ensures all worksite and safety policies are followed and that contractors address construction deficiencies or occupant concerns.
• Reviews facility-related issues (e.g. HVAC performance drainage accessibility) and recommends solutions through operational or capital budgets.
• Coordinates with utility providers landlords and external agencies to support facility construction or renovation projects.
• Evaluates and resolves project changes deviations and unforeseen conditions.
• Negotiates with contractors regarding scope changes schedule impacts and dispute resolution in accordance with contract provisions and organizational policies.

• Completes special projects as assigned by the Supervisor Facility and Energy.
• Adheres to all responsibilities outlined in the organizations Health and Safety Management System.
• Follows all corporate policies procedures bylaws and values in daily work.

KNOWLEDGE EDUCATION QUALIFICATIONS SKILLS ABILITIES AND EXPERIENCE

• Municipal facility operations and infrastructure planning principles
• Capital project delivery and lifecycle project methodologies
• Construction administration and procurement processes
• Building systems (HVAC electrical mechanical structural site infrastructure)
• Asset management and lifecycle planning principles
• Building codes standards and regulatory requirements
• Occupational Health & Safety legislation and construction safety practices
• Public sector procurement and governance frameworks
• Risk management principles in capital project environments
• Post-secondary degree or diploma in one of the following:

• Engineering
• Construction Management
• Facilities Management
• Architecture
• Project Management
• Or a related discipline from an accredited institution

• Strong project management organizational and time management skills
• Analytical and problem-solving abilities
• Strong verbal and written communication skills
• Ability to work with technical and non-technical stakeholders
• Ability to facilitate meetings discussions and coordination activities
• Strong understanding of risk awareness and operational coordination
• Ability to manage changing priorities and multiple concurrent projects
• Strong stakeholder engagement and relationship management skills
• Proficiency in Microsoft Office and project management/reporting tools
• Minimum 5 years of progressively responsible experience in:

• Facility planning
• Capital project delivery
• Municipal infrastructure or construction environments
• Operational facility projects

• Minimum 3 years of experience supporting or leading project coordination activities on multi-disciplinary teams
• Experience managing multiple concurrent projects with competing priorities
• Experience working with consultants contractors and public-sector procurement processes

The following are considered assets or preferences in this position:

• Understanding of facility condition assessments and building audits
• Knowledge of construction in occupied or operational facilities (phasing/maintaining operations)
• Familiarity with commissioning and operational transition processes
• Awareness of emergency service fleet or public works operational environments
• Knowledge of capital prioritization frameworks and infrastructure risk concepts
• Understanding of grant funding programs for municipal infrastructure
• Awareness of integrated facility security planning concepts
• PMP or CAPM designation
• Facility management certification (e.g. IFMA)
• LEED or sustainability training
• Asset management training (e.g. ISO 55000 exposure)
• Construction management certification or professional development courses
• Procurement or contract management training
• Advanced training in project management tools or data systems (e.g. Power BI scheduling tools)
• Experience working in active/occupied operational environments during construction
• Ability to interpret drawings specifications and technical documentation
• Strong technical writing and reporting skills
• Experience supporting business cases or capital justification documents
• Strong negotiation skills with consultants and contractors
• Experience coordinating cross-departmental municipal projects
• Ability to identify operational inefficiencies and translate into facility solutions