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 for extension.
KEY DUTIES AND RESPONSIBILITIES
Project Preparation (15%)
- 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.
Project Execution (20%)
- 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.
Project Monitoring, Analysis and Recommendations (25%)
- 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.
Project Management (25%)
- 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.
Issue Resolution (10%)
- 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.
Other Related Duties (5%)
- Completes special projects as assigned by the Supervisor, Facility and Energy.
- Adheres to all responsibilities outlined in the organization’s 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
