Faciltiies Administrative Co-ordinator Back to Job Postings

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The Bishop Strachan School
Job Location
Posting active until
September 30, 2020

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Job Description

Internationally acclaimed for its unique environment and expertise in the particular learning needs of girls, The Bishop Strachan School (BSS) has built a reputation over its long history as an undisputed leader in education. Offering a challenging, lively and creative atmosphere, a roster of uniquely qualified faculty and staff, and an inspiring campus featuring a spectacular science and arts wing, BSS inspires each student to find her passion, pursue her dreams and reach her potential through a rigorous academic program.

Helping students become smart, independent, compassionate young women, BSS provides the tools, technology and innovation required to thrive in post-secondary pursuits and beyond. Our unique whole girl approach, commitment to excellence and embodiment of strong values create a profound and powerful learning environment within a supportive, engaged community.

To support our mission of providing our students with the best educational experience, we strive for excellence in every facet of the organization – including providing a stimulating, creative and lively work environment that attracts the best staff and faculty. We are seeking the right candidate to fill the position of:

Facilities Administrative Co-ordinator

Reports To: Director of Facilities Operations

Indirectly Reports to: Chief Financial Officer

Summary of the Position:
Reporting to the Director of Facilities Operations, the Facilities Administrative Co-ordinator provides administrative and customer service support in day to day operation and maintenance of building and systems in collaboration with facilities team, security team and contractors. The position will provide administrative assistance in scheduling, co-ordinating and project management of annual and long-term projects, and capital initiatives. The Facilities Administrative Co-ordinator is expected to work in a procedural and consensus-building manner with BSS Community ensuring the school’s facilities will support its mission and strategic directions.

Specific Accountabilities Include:
• Performs routine and complex administrative functions such as preparing internal/external support materials including contracts, proposals, forms, templates, minutes, 30-year Reserve Fund study rolling model, service level agreements, policies and procedures and other resources as required
• Provides administrative support in obtaining request for proposals, and multiple quotations for both operation and capital project works
• Compiles reports and analysis on facilities key performance metrics and customer satisfaction surveys
• Assists in preparing and reporting the annual capital and operating budget reports and materials
• Maintains record management system for facilities records including service contracts, inspection reports, compliance certificates, warranty documents, etc
• Administrates and maintains Computerized Maintenance Management Systems (CMMS) for regular and preventive maintenance work orders, schedules and reports. Assigns work orders to facilities team and follows up on completion
• Assists in development and automation of preventive maintenance plan
• In conjunction with the Director of Facilities Operations and Facilities Supervisor, coordinates, assigns and then follows up to ensure the work with the Facilities team and contractors are completed
• Provides administrative support to the Director of Facilities Operations to plan, schedule and implement minor and major maintenance and annual capital development projects
• Supports Director of Facilities Operations in arranging and scheduling regulatory inspections for building systems, reviews inspection reports and coordinates deficiency corrections
• Assists in managing internal and external security staff and maintenance of security systems
• Investigates and coordinates response to any reports of deficiencies, breakdowns or repairs required in or around the School
• Collaborates with Purchasing department to manage selection, acquisition and installation of furniture, fixtures and equipment
• Works with the Facilities team to respond to emergencies as required (i.e. floods, fire alarms, power failures, etc.)
• Participates in Professional Development and contributes to the department’s body of knowledge.
• Commits to the Staff Growth and Evaluation Process
• Other duties as assigned

Skills, Experience and Attributes Include:
• Completion of post secondary education in one or more of the following: Facilities Management; Systems Maintenance; Building Environmental Systems; certification in a relevant discipline would be an asset.
• Minimum of 3 years related administrative experience in facilities, construction and project management
• Proven strength in Microsoft Office with particular emphasis on Excel and Word
• Proven strength in Google Office Suite; Gmail and Google Calendar
• Competence in the effective use of Computerized Maintenance Management Systems (CMMS)
• Knowledge of provincial legislation (e.g. Ontario Building/Fire Codes, AODA, Ontario Health & Safety Act, Occupational Health & Safety Act, WMHIS, etc) an asset
• Experience in preparation, tracking and analysis of capital and operation budgets
• Familiar with video surveillance and access control systems
• Knowledge of daily and preventive building maintenance an asset
• Some knowledge of mechanical, electrical, and construction in a historical building or retrofitted environment
• Exposure to construction and renovations, understanding of blue prints, current and relevant legislation, standards and codes
• Proven organizational, analytical and administrative skills in a similar environment working with staff and contractors, prioritizing, scheduling, monitoring and performing job planning tasks
• Excellent interpersonal skills including written and verbal communication skills for both internal parties and external service providers
• Proven ability to take initiative, work under pressure, problem-solve and handle confidential information.
• Effective team player and ability to work independently
• Proven ability to prioritize and work on multiple projects while meeting objectives within tight deadlines.
• Commitment to the vision of the School
Interested applicants should forward a cover letter and resume to Human Resources at The Bishop Strachan School by email to careers@bss.on.ca indicating Facilities Administrative Co-ordinator in the subject line.

We thank all candidates in advance.
We will, however, contact only those selected for an interview.
We believe that diversity in our school fosters a rich, inclusive and creative environment.
We are actively engaged in building a more diverse school
and encourage all qualified applicants to apply.
Visit us at www.bss.on.ca