Job Information

Overall Purpose

Reporting to the Supervisor Facilities Service Centre, the Facilities Service Coordinator is responsible for:

• Fulfilling Facilities Service Requests including: Furniture, Fixtures & Equipment (FF&E) requests, delivering move services and supporting special events in a fast paced and dynamic environment.
• Supporting Facilities projects, Ergonomic and Health & Wellness requests, and Space Management changes.
• Conducting site, building and FF&E condition audits and supporting service requests identified through JHSC inspections.
  

Major Responsibilities

Fulfilling Facilities Service requests including requests for FF&E (lockers, personal storage units and other Facilities assets), coordinating / fulfilling move services, and supporting special events in a fast paced and dynamic environment.

• Coordinating service requests for furniture repairs and reconfigurations for work under $10,000.
• Coordinating service/installation requests with authorized suppliers of OPS standard furniture, including chairs, fixtures / equipment, lockers, and associated furniture keys.
• Performing Quality Assurance for all service/installation requests and identifying issues so they can be resolved by the service provider.
• Coordinating moves and providing special events support by obtaining client requirements, assessing service delivery options, and coordinating with service providers.
• Identifying involvement required from stakeholders such as ITS, Facilities units, City of Ottawa Operations & Maintenance team, and external vendors and coordinating accordingly.
• Placing orders for FF&E as required, with specifications provided by Design and Space Management, ensuring that all orders have proper approvals and funding sources identified.
• Monitoring the Work Order Management system (HEAT) and ensuring that all personally assigned requests are addressed within designated times and updated accordingly.
• Maintaining and reviewing inventory databases for FF&E assets managed by Facilities Management, including making updates to the Archibus database (Computer Aided Facilities Management software).
• Coordinating and implementing changes to locker assignments, personal storage units (PSU) and other Facilities assets.
• Carrying out enforcement for FF&E assets using reports in Archibus.
• Working with Corporate Communications to update facility signage (internal/external) such as wayfinding, locker, PSU, and temporary signage.
• Monitoring the Facilities email inbox and answering the Facilities must-answer phone extension under direction from the Supervisor Facilities Service Center.
• Implementing updated facility signage by obtaining quotes and arranging installation using authorized OPS vendors.
• Ensuring that procurement of Goods and Services in relation to Facilities requirements is completed in accordance with the Ottawa Police Finance and Administration Manual.
• Removing and reinstalling IT equipment as needed for minor moves and changes to furniture, coordinating with ITS for larger requests.
  

Major Responsibilities (continued)

Supporting Facilities projects, Ergonomic and Health & Wellness requests, and Space Management changes.

• Supporting Facilities projects including moves, furniture changes and updates using Furniture and Space Standards provided by Design and Space Management.
• Support the completion and implementation of Move Allocations, coordinating with project lead, client groups, consultants, contractors, internal service providers (ITS, Security, etc.) and other stakeholders.

Conducting site, building and FF&E condition & asset audits and supporting service requests identified through JHSC inspections.

• Completing regularly scheduled inspections to identify general maintenance deficiencies and Health/Safety issues in OPS facilities that require immediate attention.
• Coordinating Facilities service requests to address facility items identified in the monthly JHSC inspection reports.

Perform other related task & duties as required or directed.

Major Responsibilities (continued)

N / A

Statement of Required Qualifications

Education

• Completion of Secondary School - Grade 12 or equivalent, plus one (1) year relevant post secondary education.
• Experience and formal training combined may substitute for stipulated education requirements.

Experience

• Minimum two (2) years related experience including:
• Relevant progressive experience working in a facilities or customer service environment where compliance to corporate standards, policy, processes, procedures, and enforcement are requirements.
• Managing and tracking changes to databases.
• Coordinating and / or performing activities involving the enforcement of internal organizational procedures.

Language

• English – fluency in oral, reading, and writing.

Certifications and Licences

• N / A

In service Training

The following mandatory training and education is provided to all employees of the OPS:

• Occupational Health & Safety.
• Respectful Workplace.
• Violence in the Workplace.
• Accessibility for Ontarians with Disabilities Act (AODA).
• Equity, Diversity, and Inclusion (EDI).

All members of the Facilities Section are required to complete Working from Heights training.

Job Knowledge

Working knowledge of:

• The Organization’s Mission, Vision and Values.
• Database entry and reports
• Microsoft Office Suite

Understanding of the importance of client centered service.

OPS Competencies

Hours of Work

Effort and Working Conditions

• The incumbent must be able to work shifts as designated in the “Hours of Work” section of the job description.
• Visual attention and use of a tablet in an interior / exterior environment for extended periods of time.
• Occasional on-site light to medium lifting required.
• Work is performed at all OPS facilities; travel between sites on a regular basis is required.
• Work is performed in office environments and a wide variety of specialty interior areas, garage, and exterior environment subject to noise, dust, exhaust fumes and inclement temperatures.
• The nature of the work requires the enforcement of policies and standards including warnings to OPS employees regardless of rank / position in a manner that minimizes tensions; however, conflict with other employees may occur on the job.
• Responsibilities, a high level of concentration to ensure accuracy of the work.
• The incumbent must be able to obtain and maintain the authorization to issue City of Ottawa Parking Infraction Notices.
  

Desired Qualifications

Oral, reading, and writing fluency in French or other languages.
Experience working in a police environment.
Experience reading schematic / construction floor plans.
Experience or training in Archibus / CAFM
Experience providing service in relation to vehicle coordination in a large organization.

Knowledge of:

• Various Police buildings and sections throughout the organization.
• Fleet vehicle policies, procedures, and management.