25-25 Facilities Coordinator (12 months)

The Opportunity 

The Facilities Coordinator is accountable for coordinating, administering, and monitoring a variety of services related to the Technical Safety BC Facilities and Fleet portfolio. This position is required to be in office from Monday to Friday. The coordinator will be responsible for supporting the Facilities team which includes, handling the day-to-day operations of the physical workspaces and ensuring the facilities are functional and well maintained. In this role, you will coordinate maintenance services, vendor relationships, and workplace services to provide an efficient and comfortable environment for employees and visitors.

Status: Casual, Full-Time, Union 
Number of Positions: 1
Pay Grade: 12 ($31.04 - $35.95 per hour)Location: Vancouver (required in office 5 days a week)Reports to: Leader, Health & Safety

As a Facilities Coordinator, you will: 

 

• Administer the security building access system, authorizing and distributing of the access card system as well as the key schedule tracking program for doors and furniture for all Technical Safety BC locations.

• Ensure that the Renfrew facility is kept and maintained in a clean state, responding to maintenance requirements or office issues in a timely manner.

• Serve as the primary point of contact for facilities issues (i.e. office supply orders, maintenance issues) including monitoring Facilities mailbox, and responding to and closing system generated (JIRA) tickets in a timely manner.

• Key contact for all Fleet Drivers as a resource for repairs, maintenance, and the collection of Quarterly Reports

• Maintain positive working relationships with building owners, managers, vendors and contractors.

• Work with landlord offices to deal with maintenance issues, alarm testing, etc.

• Coordinate and track contracts for facilities and corporate services.

• Coordinate repair of facilities and furniture as well as warranty claims.

• Coordinate with regional office contacts to ensure their facility requirements are met.

• Communicate janitorial needs to service providers for all Technical Safety BC offices.
• Support in space planning, moving and renovation projects ensuring continuous communication with leaders, employees, vendors and contractors.
• Places order for facility equipment and furniture in a timely manner while ensuring purchases meet budget requirements, monitors delivery time and works to resolve any issues with suppliers.
• Provide support with regards to vehicle insurance renewal, vehicle acquisition and disposition.
• Administer Technical Safety BC's parking space assignments at the Renfrew office, liaising with the Landlord's office to reconcile parking invoices, collecting pre-payments, authorizing payment to the Finance department, and coordinating payroll deduction.
• Responsible for the maintenance of on-site supplies, online ordering and the stock inventory control program.
• Review invoices for accuracy, distributes for review, investigates discrepancies, authorizes for payment within spending authority and recommends for payment outside of spending authority.
• Submit monthly and annual accruals for Facility-related expenses to Finance for budget purposes.
• As the Records Management Liaison for the Facilities department, you will prepare records for off-site storage and disposal in accordance with Technical Safety BC's records classification and retention schedule
• Act as Technical Safety BC liaison with our Fleet provider. Investigate and authorize repairs.
• Act as Technical Safety BC liaison with our Telematics provider to assure all units are functional.
• Act as Technical Safety BC liaison with our insurance provider and ICBC.
• Coordinate logistics of the annual vehicle refreshment strategy.
• Support Facilities Business Partner and Leader, Health & Safety with ad hoc projects as required.

Knowledge, Skills & Experience you have:

 

• Three years' related administrative experience including in facilities and asset management.
• Excellent communication skills and the ability to build and maintain positive working relationships
• Certificate or diploma in Office Administration on related field preferred.
• Knowledge of the principles of asset management and inventory control.
• Proficiency in office software including Word, Excel, Outlook, and various vendor programs.
• Excellent skills in time management, organizational skills and problem solving.

Beyond the role:

 

• Community & Wellness - We recognize and respect each other's diverse needs. We strive to maintain a healthy culture of psychological safety, belonging, and space to prioritize healthy minds and well-being. This includes Wellness Wednesday (meeting free time), flexible paid holidays, a free subscription to the Calm app, and a flexible hybrid work environment focused on connections. Our teams also enjoy giving back to the community, and having fun, whether volunteering in the community, or running together on our Sun Run team. In 2024, Technical Safety BC supported BC Cancer Foundation, Aboriginal Coalition to End Homelessness, Crisis Centre BC, Quest Non-Profit Grocery Markets, A Loving Spoonful, and Greater Vancouver Foodbank.
• Employee Resource Groups - We have Employee Resource Groups (ERGs) for Mental Health & Wellness, Indigenous Relations & Reconciliation, and Equity Diversity and Inclusion (EDI) to support initiatives we're passionate about.
• Learning & Development - We value giving and receiving feedback, as well as encouraging different ways for us to continuously learn as a company. This can be through lessons learned, wrap up sessions, one-on-one meetings, and team or individual courses, workshops, and conferences.

About Technical Safety BC

At Technical Safety BC, we matter to each other. Together, we apply a systems mindset to safety, embrace possibility, and act on what we learn. Our culture empowers and enables innovation and connection. Our environment welcomes diverse perspectives and learning is celebrated. We make decisions based on data and use our expertise to make the safety system equitable for all. 

Our values guide our work.

 

• We see genius in diversity
• We foster confidence
• We make the complex simple
• We adapt

Technical Safety BC is an independent, self-funded organization that oversees the safe installation and operation of technical systems and equipment across the province. In addition to issuing permits, licences and certificates, we work with industry to reduce safety risks through assessment, education and outreach, enforcement, and research. Through simplification of our initiatives, we promote understanding and engagement, making safety accessible to everyone. As society changes, we create and adopt new ideas, skills, and tools that will enable us to meet the safety challenges of a highly-connected world.

We see genius in diversity, and are committed to creating an equitable and inclusive workforce. We recognize that diverse life paths and experiences contribute to the overall qualifications for each role. If you feel that you could excel in this position, but do not necessarily meet the formal requirements, we encourage you to apply.

If you are interested in one of our career opportunities and require accommodation or assistance with the application or recruitment process, please contact us directly at careers@technicalsafetybc.ca.

Please apply online by Friday, April 25 at 4:00pm PST. To see a full list of our current opportunities or to learn more about working at Technical Safety BC, please visit our careers page.

We thank everyone who has applied to this opportunity. Applicants can check the status of their online applications by logging into their profile. Only those shortlisted for an interview will be contacted directly.