Senior Facilities Coordinator

Finastra - Mississauga, ON (14 months ago)

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What will you contribute?

As the Senior Facilities Coordinator , you will manage smooth operational services as well as managing on time service delivery, you will take pride in your ability to deliver best class workplace, end user experience while ensuring harmony and integration of work place facilities, IT/AV services, and energy efficiency. Above all, you will have a commitment to exceptional customer service to ensure the business has the facilities, equipment and environment in which to operate safely for our employee’s well-being.

Your deliverables as the Senior Facilities Coordinator will include, but are not limited to, the following for multiple sites across the GTA :

Manage active work requests, including updating and cross referencing with the internal self-serve intake system.
Resolving complaints, problems, and requests from Finastra employees and building management assisting with emergency response and evacuations
Coordinate Front of House support to include but not limited to: - operational room set up and AV liaison with IS and meeting support, security and cleaning.
Liaise with internal stakeholders, contractors and external stakeholders to deliver workplace efficiencies, follow through on priority work and internal customer satisfaction matters.
Manage policies and procedures, including lease obligations & liabilities, vendor specifications, compliance and service quality.
Maintaining Facilities records, hard copy and online facilities information management systems

Space Utilization:
Manage utilization of space, re-organizing of current premises desk set up for new and existing employees.
Manage operational requirements for hard and soft services including but not limited to mechanical (HVAC) & electrical maintenance, energy efficiency, Office AV, waste management, vending, access security, mailroom and archiving

Assist with reconciling on a regular basis aligned to Finastra Financial practices.

Vendor Management:
Hiring contractors as needed to maintain, repair, or improve the property, inspecting the building frequently for signs of damage or wear, reviewing facilities service levels and workplace employee satisfaction with Facilities operations.
Co-ordinating and checking that agreed work by contractors has been completed satisfactorily and following up on any deficiencies.
Using performance management techniques to monitor and demonstrate achievement of agreed service levels and to lead on improvement;
Issue permits to work for all contractor activities on site. and inspecting completed jobs

Health and Safety:
Drafting and updating emergency plans and evacuation procedures
Overseeing security, fire prevention, and other safety systems
Assist in the maintenance, testing and implementation of disaster planning procedures and organize and co-ordinate fire evacuation and emergency procedures.
Assist with ensuring that Office/s meets with in country health and safety requirements and that the facility complies with legislation.

Required Experience:
A minimum of 3 years’ experience covering multiple sites and/or a main site with at least 500+ employees
Experience working and staying within a budget to deliver on time service delivery
Experience with internal audits, routine checks as well as successful project delivery
Experience setting up and basic troubleshooting of AV equipment
Experience working closely with janitorial staff, receptionist and supporting facility staff
Ability to analyze, solve problems and make decisions independently
Clear communication skills both verbally and in writing, including the delivery of presentations.
Ability to establish and maintain professional working relationships with all internal and external stakeholders
Proactive and flexible ( may require availability on weekends based on business needs or emergency situations)
Working knowledge of Microsoft Suite
Post-secondary education in a related field and or Health and Safety qualification is preferred
Must be comfortable lifting and moving moderate weight on a regular basis.



The above statements describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential job functions. If you need assistance or an accommodation due to disability please contact your recruitment partner.