Facilities and Fleet Coordinator

Job Information
Job Title: Facilities and Fleet Coordinator 
Job Requisition ID: 67845
Ministry: Municipal Affairs
Location: Edmonton
Full or Part-Time: Full Time
Hours of Work: 36.25 hours per week
Permanent/Temporary: Permanent 
Scope: Open Competition
Closing Date: March 13, 2025
Classification: Administration 2 (022ANA)
Salary: $2,400.86 to $3,151.07 bi-weekly ($62,662.45 - $82,242.93 /year). 

The Government of Alberta is committed to a diverse and inclusive public service that reflects the population we serve to best meet the needs of Albertans. Consider joining a team where diversity, inclusion and innovation are valued and supported. For more information on diversity and inclusion, please visit: https://www.alberta.ca/diversity-inclusion-policy.aspx

The Ministry of Municipal Affairs assists municipalities in providing well-managed, collaborative, and accountable local government to Albertans. Our main responsibilities are:
 

• Funding supports for municipalities
• A system that strives to ensure appropriate safety standards for the construction and maintenance of buildings and equipment
• Protections for new home buyers and required licensing for home builders
• Province-wide support for access to public library services for Albertans
• Management of about 2.6 million acres of public land in the province's three Special Areas
• Independent review and decisions on local matters by the Land and Property Rights Tribunal

To learn more about Municipal Affairs, follow the link to: https://www.alberta.ca/municipal-affairs.aspx

Role Responsibilities

The Facility Services Coordinator, reporting to the Senior Emergency Planning Officer, manages a range of facility services for Alberta Municipal Affairs staff across the province. This role involves coordinating small furniture projects, overseeing facility maintenance, managing ministry fleet vehicles and parking allocations, administering security access cards, and handling surplus assets. The coordinator also supports emergency planning and preparedness initiatives and accommodations projects. Working closely with various government departments and service providers, the position requires adherence to budgetary guidelines, legislation, and government policies.

Facility and Accommodation Services:
 

• Initiates and manages tenant maintenance services, including repairs, improvements, and furniture modifications using systems like WORTS and FWORTS or where applicable, building-specific systems (EDON, BGIS and QuadReal), to initiate requests for facility repairs, maintenance, project tasking or improvements.
• Oversees building maintenance, resolves facility issues (e.g., janitorial, HVAC, security), and coordinates minor improvements.
• Acts as the point of contact for maintenance calls and ensures service requests for electrical, cabling, and other facilities services are processed.

Project and Move Management:
 

• Assists with planning and execution of small accommodation projects, staff moves, and minor renovations.
• Reviews and recommends adjustments to project plans for efficiency and functionality.
• Maintains communication resources for staff about projects and services.
• Manages third-party contractors for facility modifications, including bid requests, coordination, and billing.

Fleet Services Management:
 

• Manages daily operations of ministry fleet vehicles, including maintenance, records, and compliance with usage thresholds.
• Handles speed reports, fines, and annual fleet replacement processes.
• Coordinates with Fleet Safety Services and attends relevant meetings.
• Processes routine and urgent vehicle maintenance activities, identifying issues and resolving problems.
• Reviews gas and maintenance receipts to ensure correct charges and addresses issues with SA Fleet Services.
• Manages annual fleet replacement process and provides advice on fleet vehicle orders and purchases.

Parking Administration:
 

• Manages parking allocations and security access for ministry staff.
• Processes requests for parking and maintains accurate records using the OPRA system.
• Coordinates with Alberta Infrastructure for additional parking needs.
• Returns unused parking stalls following policy and addresses lost, stolen, or damaged parking materials.

Role Responsibilities Cont.

Asset Management:
 

• Acts as the Surplus Agent, managing surplus assets through the OSSI system.
• Coordinates surplus declarations, pickups, and the decommissioning of equipment.

Building Access Administration:
 

• Administers employee access cards and maintains access control systems.
• Conducts regular audits of access card assignments and manages key inventories.
• Manages employee access cards and coordinates activation and deactivation requests.

Risk Management:
 

• Reviews and updates the ministry's risk management coverage annually, ensuring accuracy of asset and staffing information.
• Arrange short-term lease insurance for rental spaces.

Emergency Management:
 

• Work with the Emergency Planning and Facilities Officer to support mitigation efforts and recovery from business continuity events.
• Support emergency preparedness week campaign and other awareness events.
• Serves as support member for OHS committee.
• Ensures, volunteers, visitors, contractors, and other worksite parties working at the site receive a site OHS orientation that includes emergency response procedures.

Please click on this link to view the job description for this position.

APS Competencies

Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

This link will assist you with understanding competencies: https://www.alberta.ca/system/files/custom_downloaded_images/psc-alberta-public-service-competency-model.pdf.

Qualifications

Two-year diploma (Business, Project management, Emergency Management, Interior Designing, IT) in a related field plus five years progressively responsible related experience; or equivalent as described.

Equivalency:

Directly related education or experience considered on the basis of:

 

• 1 year of education for 1 year of experience; or
• 1 year of experience for 1 year of education.

Required Skills & Assets

Technical Proficiency: 
 

• Knowledge in using facility and maintenance management systems: QuadReal Connect, WORTS, and FWORTS is considered an asset, but equivalencies will also be considered.
• Experience with BERNIE for internal communications and 1GX for procurement tasks.
• Proficiency in using Focus (GPS tracking system) for fleet management and OSSI for managing surplus assets.
• Familiarity with DMIS (Driver Management Information System) and Holman Fleet Management for vehicle administration.
• Ability to use OPRA (Online Parking Request Application) for managing parking allocations.
• Knowledge of ADDS (Active Directory Delegation Service) for access management and security.
• Knowledge of M365 tools including Teams, Planner, Lists and Power BI.

Administrative and Reporting Skills:
 

• Strong attention to detail; ability to maintain accurate records and generate reports using the above systems.
• Experience in handling procurement and compliance documentation.
• Capability to analyze data to ensure compliance and efficiency in various program

Communication and Coordination:
 

• Effective communication skills for liaising with staff, contractors, and management.
• Experience in coordinating maintenance services and small-scale projects with a variety of vendors.
• Ability to develop internal communications to keep staff informed about projects, educate about the facilities services and provide materials that empower staff to manage issues that are outside of the corporate services role.

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification. 

Refer to https://www.alberta.ca/alberta-public-service-minimum-recruitment-standards. 

Notes

This is a permanent position, based in Edmonton, with the standard weekly work hours of 36.25, Monday to Friday (8:15 am - 4:30 pm).

In your application, please a include cover letter detailing your interest, and experience related to this role. In your resume, please include dates (including months and years) associated with all education and work experience. 

Candidates with lesser qualifications may be considered at a lower classification and salary.

Pre-Employment Checks will be completed to assess the candidate's suitability for a role. These checks may include (but are not limited to): references, criminal record check, academic verification, etc.

Final candidates will be required to undergo a security screening.

Any costs associated with obtaining the required documents/checks as noted or interview travel expenses, will be the responsibility of the candidate. Out-of-province applicants can obtain the required documents/checks from the province they currently reside in.

Links and information on what the GoA has to offer to prospective employees.

 

• Working for the Alberta Public Service - https://www.alberta.ca/advantages-working-for-alberta-public-service.aspx
• Public Service Pension Plan (PSPP) - https://www.pspp.ca
• Alberta Public Service Benefit Information - https://www.alberta.ca/alberta-public-service-benefits
• Professional learning and development - https://www.alberta.ca/professional-development-support-directive
• Research Alberta Public Service Careers tool - https://researchapscareers.alberta.ca
• Positive workplace culture and work-life balance
• Opportunity to participate in flexible work arrangements such as working from home up to two days per week and modified work schedule agreement
• Leadership and mentorship programs

How To Apply
Applicants are advised to provide information that clearly and concisely demonstrates how their qualifications meet the advertised requirements, including education, experience, and relevant examples of required competencies.

Candidates are required to apply for a job online. Please visit https://www.alberta.ca/job-application-resources#before for more information. Please visit Recruitment Principles, for more information.

It is recommended applicants who have completed post-secondary studies from outside of Canada obtain an evaluation of their credentials from the International Qualifications Assessment Service (IQAS)(https://www.alberta.ca/international-qualifications-assessment.aspx) or from a recognized Canadian Credential Evaluator; please visit the Alliance of Credential Evaluation Services of Canada for more information (https://canalliance.org/en/default.html).

It is recommended that applicants include the assessment certificate from IQAS or any other educational assessment service as part of their application.

Closing Statement
This competition may be used to fill future vacancies, across the Government of Alberta, at the same or lower classification level.

We thank all applicants for their interest. All applications will be reviewed to determine which candidates' qualifications most closely match the advertised requirements. Only individuals selected for interviews will be contacted.

If you require any further information on this job posting or require an accommodation during the recruitment process, please contact Shannon Nadeau at Shannon.Nadeau@gov.ab.ca.