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Facilities & Project Administrative Coordinator

Confidential
Hamilton, ON

Postuler rapidement

Détails du poste

Temps plein
De 35 $ à 38 $ de l’heure

Profil recherché

Microsoft Word
Tenue de dossiers
Sourçage
Microsoft Outlook
Gestion des fournisseurs
Tableurs
Planification des mesures d'urgence
Expérience en soutien administratif
Classement
Microsoft Office
Expérience administrative
Gestion des horaires
Contrats
Construction et rénovation
Affaires
Gestion des ordres de travail
Compétences en communication
Entretien des installations
Gestion immobilière
Suivi de l'avancement des projets
Permis de conduire
Gestion du temps

Description complète du poste

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

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Je souhaite recevoir la dernière alerte emploi pour les postes de ce type : administrative (flamborough on)

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