Internship Opportunity

OPEN INTERNSHIPS

Facilities and Project Coordinator

Organization:
Senior Persons Living Connected
Industry:
Not-for-profit
Number of Positions:
1
Application Deadline:
Dec 22, 2019
Start Date:
Dec 23, 2019
End Date:
May 01, 2020
Division:
Location:
Scarborough,ON

Job Description:

Project administration and coordination

  • Secures and manages business relationships with vendors as well as internal and external stakeholders
  • Solicits quotations, proposals from reputable companies for operational and capital projects that meets the organization needs
  • Prepares scope of works for proposals and quotations for small renovation projects
  • Ensures project issues and risks are identified, quantified, managed and tracked;
  • Prepares project reports including associated costs and present at meetings or through other media
  • Meets with contractors and other key stakeholders on project matters
  • Conducts assigned building/property tour with external contractors
  • Follow-up on status of work and projects until completion
  • Tracks project costs to ensure they are kept within budget or approved cost allocation
  • Coordinates all purchasing activities which include; weekly preparation of invoices for approval, purchase orders and discrepancies.
  • Organizes, plans and executes all department purchasing in accordance with SPLC’s Purchasing policies and procedures
  • Uses project management software to manage all activities for assigned projects and unit turnovers
  • Maintains a project library of all projects and unit turn over that is accessible
  • Inspects work completed by vendors on criteria such as quality workmanship, safety, code compliance

Unit Turn over and inspections

  • Plans, organizes and coordinates all activities for unit turnover in housing
  • Coordinates tenant Move-Ins/Move-outs
  • Inspects units after receipt of termination notice before and after move out with  maintenance staff, tenants and residents
  • Liaises with maintenance, janitorial and housing staff to schedule and coordinate unit turn over before tenant move in
  • Schedules and coordinates annual unit inspection with maintenance and housing staff for all buildings
  • Liaises with Janitor Team Leader for  annual inspection and maintenance of equipment
  • Creates appropriate Job Orders to ensure follow-up maintenance and repairs are done after annual inspections
  • Provides administration support for the Facilities department
  • Prepares notices for all facilities and project related activities
  • Manages WSIB database and all required documentation for all contractors
  • Manages all long-term service contracts with database on contract life and provides annual updates for renewals to supervisor
  • Programs fobs, intercom for residents, tenants, contractors and staff when needed. Ensures keys are organized, logged, replaced and accounted for at all times
  • Manages Inventory control of supplies and equipment
  • Checks completeness of the Job Order forms when received
  • Coordinates job orders with Maintenance Department and dispatch according to maintenance procedures
  • Contributes to reviews and updates for Resident Handbook periodically
  • Arranges storage for high cost and/or sensitive equipment
  • Maintains all manual and electronic filing system is up-to-date, accessible and easily retrievable
  • Organizes and updates Intercom, program fobs, key replacement, door lock replacement
  • Maintains bulletin boards for Facility notices on a regular basis
  • Communicates housing related activities with residents and staff
  • Responds all telephone and email enquiries related to facilities activities

Perform other support duties

  • Provides back-up to Facilities Department staff when required
  • Coordinates room booking changes, and updates changes on the Booking Form when required
  • Coordinates set-ups and take-downs when required

Promotes safety of clients, self and others:

  • Complies with and conforms to all legislated health and safety regulations and worker responsibilities, and performs work safely according to departmental and organizational procedures and policies
  • Promotes client safety by responding to concerns, complaints and issues          identified and coordinating with other Facilities departments staff for resolution
  • Promotes a positive work life within the department by creating and ensuring a healthy and safe working environment
  • Communicate and coordinate all safety and security activities with contractors on site.
  • Any other reasonable duties that may be assigned from time to time

Qualifications:

Education: 

  • Post Secondary education in Property Management, Business Administration or equivalent

Skills & Experience:

  • One year of administrative experience
  • Familiar with different codes OSHA, Building Code, Fire Code, Rental Tenancies Act, Housing Services Act
  • Knowledge of facilities related issues considered an asset
  • Professional telephone manner and strong interpersonal and communication skills
  • Proficiency in Microsoft Office, specifically Word, PowerPoint, Project, and Excel
  • Strong organizational skills with attention to detail and the ability to multi-task and prioritize
  • Ability to work in a team environment and also independently with minimal supervision
  • Ability to speak a second language an asset
     
  • Working Conditions

Working Environment:

  • Primarily office environment, tenant/residential units, common facility areas (indoor /outdoor)
  • Sitting in front of computer terminal for long periods of time
  • May have frequent work interruptions
  • May be exposed to agitated and confused clients
  • May be exposed to noxious fume, chemicals, and asbestos
  • May be exposed to contagious diseases

Physical Consideration:

In a 7 hours work day, employee may be required to:

  • Stand: 15% of the time
  • Walk:  70% of the time
  • Sit:      15% of the time
     

The following physical activity may occur during regular job duty, they may not be required:

  • Lifting:            up to 10lbs
  • Carrying:        up to 10lbs
  • Reaching (upward): Occasionally
  • Squatting:     Occasionally
  • Kneeling:       Occasionally
  • Bending:        Occasionally

 

Tools & Equipment

Employee may use the following to perform the job duties:

  • Office hardware: desktop computer, printer, scanner, telephone, stationaries
  • Personal protective equipment: safety shoes, gloves, eye protector, mask, coverall

 

Hours of Work: 35 hours per week

Employer Question 1:

No question - Applicants, please type N/A in the text box below when submitting your application.

Employer Question 2:

No question - Applicants, please type N/A in the text box below when submitting your application.

Employer Question 3:

No question - Applicants, please type N/A in the text box below when submitting your application.