Facilities Coordinator – Hope to Health Centre & Other BC-CfE Sites

Summary

Reporting to the Facilities Manager, the Facilities Coordinator coordinates facilities operations, projects, vendors, contracts, service standards and reporting across BC-CfE sites. The role supports safe, reliable, and consistent facilities services through preventive maintenance coordination, issue resolution, process improvement, and operational reporting.

Education:

• Diploma in facilities management, project management, business administration, building operations or a related discipline; a relevant bachelor’s degree or professional certification is an asset.
• A minimum of four years of progressively responsible experience in facilities operations or project coordination in a complex operational environment.
• Demonstrated experience coordinating day-to-day facilities services and the work of employees, project teams, vendors or contractors.
• Experience leading facilities projects, renovations, relocations or significant site transitions involving multiple stakeholders.
• Experience developing facilities processes, service standards, service catalogues, metrics and management reports.
• Experience coordinating vendors, service contracts, budgets, purchasing and procurement activities.
• Multi-site experience is preferred; healthcare, community-service or another regulated environment is an asset.
• An equivalent combination of education, training and experience may be considered.

Skills and Abilities:

• Knowledge of facilities operations, preventive maintenance, vendor management, contract administration and operational recordkeeping.
• Strong project-coordination skills, including planning, scheduling, budget tracking, risk management, stakeholder coordination and reporting.
• Ability to develop and evaluate facilities processes, service catalogues, standards, metrics and KPIs.
• Ability to analyze operational information and prepare clear leadership reports and recommendations.
• Ability to provide operational leadership, coordinate work and maintain service continuity during management absences.
• Ability to interpret contracts, quotations, service agreements, project documentation, floor plans and facilities records.
• Strong judgment, organization, problem-solving and continuous-improvement skills, with appropriate escalation of significant matters.
• Excellent communication, presentation and relationship-management skills and ability to work effectively with clinical, operational and corporate stakeholders.
• Ability to manage competing operational requirements, projects and deadlines in a multi-site environment.
• Ability to maintain confidentiality and work respectfully in healthcare and low-barrier clinical settings serving diverse communities.
• Proficiency with Microsoft Word, Excel, PowerPoint and Outlook and ability to learn facilities, project, procurement and reporting systems.
• Physical ability to conduct site inspections and perform the duties of the position.

• A competitive salary.
• Inclusive culture: We respect the diversity, dignity and interdependence of all persons. We value the cultural richness that our diverse workforce brings to the care of our equally diverse population of patients and residents.
• Meaningful impact: You will have the opportunity to work for an organization that is deeply committed to safeguarding of our surrounding environment by contributing to high quality care while promoting sustainable practices in your everyday work.
• A comprehensive health benefits package: including dental, vision, and life insurance as well as pension.

Your Day to Day:

Facilities Operations and Service Delivery

• Coordinates day-to-day facilities services across BC-CfE sites, including preventive maintenance, repairs, inspections, work orders and servicing of building systems and equipment.
• Monitors service requests, maintenance schedules and corrective actions and resolves or escalates issues affecting safety, functionality or service continuity.
• Coordinates space planning, office moves, equipment installation, deliveries, access and routine site-maintenance requirements.
• Conducts site inspections and works with leaders, vendors, contractors, landlords and service providers to address identified concerns.
• Supports consistent facilities standards and service delivery across Hope to Health, St. Paul’s Hospital and other BC-CfE locations.

Processes, Metrics and Leadership Reporting

• Develops and maintains the Facilities book of business, service catalogue, procedures, workflows, checklists and escalation pathways.
• Maps and standardizes facilities processes, clarifies responsibilities and recommends improvements to service quality, response times and accountability.
• Establishes facilities metrics, KPIs and recordkeeping requirements for services, maintenance, vendors, contracts, projects, assets and corrective actions.
• Analyzes operational information to identify trends, risks and service gaps and prepares dashboards, reports and recommendations for the Facilities Manager and Core Operations leadership.
• Supports facilities audits, compliance reviews and continuous-improvement initiatives and provides guidance on approved facilities processes and standards.

Facilities Projects and Site Transitions

• Leads or coordinates assigned facilities projects, including renovations, relocations, workspace changes, equipment installations and the new St. Paul’s Hospital transition.
• Develops and maintains project plans, schedules, budgets, risk and issue logs, decision records and implementation documentation.
• Coordinates project activities with leaders, employees, vendors, contractors, landlords and external partners.
• Monitors scope, schedules, expenditures, deliverables and risks and prepares project updates and leadership reports.
• Coordinates communications, move logistics, site readiness, operational handover and project closeout, escalating risks affecting safety, budget, timelines or service continuity

Vendor, Contract and Budget Coordination

• Coordinates quotations, work orders, procurement documentation, service schedules and vendor or contractor access in accordance with approved processes.
• Maintains contract, insurance and service-level records; tracks renewals and monitors vendor performance and corrective actions.
• Supports contract-renewal planning by reviewing service requirements and preparing operational recommendations for the Facilities Manager.
• Supports facilities operating and project budgets by tracking commitments, invoices, project costs and variances and preparing financial summaries.
• Investigates routine discrepancies and escalates unapproved commitments, contractual changes, budget pressures and significant vendor-performance concerns.

Safety, Emergency Preparedness and Business Continuity

• Coordinates facilities requirements supporting site safety, security, emergency preparedness and business continuity.
• Works with Occupational Health and Safety and operational leaders on inspections, emergency drills, risk controls and corrective actions.
• Incorporates facilities considerations into projects and operational changes and escalates urgent safety, security, environmental or continuity risks.

Operational Leadership and Deputy Responsibilities

• Serves as the operational lead for routine facilities matters during approved absences of the Facilities Manager.
• Coordinates and monitors the day-to-day work of Facilities employees, vendors, contractors and service providers within delegated authority.
• Provides guidance on approved priorities, procedures and service standards and supports employee orientation and training.
• Works with organizational leaders to maintain service continuity and escalates significant financial, contractual, employee-relations, safety and organizational-risk decisions to the appropriate leader.

Additional Responsibilities

• Performs other related duties consistent with the purpose and level of the position.

The BC-CFE is a world-renowned HIV/AIDS Centre with an innovative, low-barrier approach to healthcare delivery in clinical practice and an integrated group of research concentrations in Laboratory Sciences, Clinical Trials, Population Health and Epidemiology, Health Economics and Professional Education Programs. A multidisciplinary team of clinicians, including Physicians, Nurses, and peers, and researchers, including Health Economists, Epidemiologists, Clinical Researchers, Statisticians, Programmers, and Data Analysts, work collaboratively to improve the health of British Columbians with HIV and communities facing socioeconomic barriers in accessing healthcare.

We acknowledge that the BC Centre for Excellence in HIV/AIDS is located on the traditional, ancestral, and unceded territory of the Coast Salish Peoples, including the territories of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations.