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 5-month position.

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