Facilities Coordinator

Staff - Non Union Job Category M&P - AAPS Job Profile AAPS Salaried - Facilities Management, Level A Job Title Facilities Coordinator Department OCIO | Business Operations Compensation Range $5,964.75 - $8,573.08 CAD Monthly The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job. Posting End Date July 26, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date Ongoing At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career. Job Summary The Facilities Coordinator is responsible for the Office of the CIO (OCIO) & UBC IT-wide facilities management, and coordination of space planning and health & safety initiatives. The Incumbent makes independent decisions pertaining to all aspects of facilities and building services, and space management activities for multiple locations and varied work environments, supporting over 500 staff. The position is also responsible for office operations, maintenance and supplies management across multiple locations, including inventory and budget control, account and vendor management. The incumbent acts as the department’s representative on various departmental and University-wide committees related to space management, health & safety, and facilities operations. The Facilities Coordinator is expected to have thorough knowledge of the University policies, procedures, guidelines, standards, protocols, workflows and systems, and have the ability to provide guidance to staff regarding facilities related matters. This role participates in the development and implementation of policies, procedures, guidelines and standards as it relates to facilities operations and health and safety. Work hours and work locations vary and often need to be adjusted to meet operational requirements. Must be able to work varied, non-standard work hours, and, at multiple/varied locations. Organizational Status Reports to the Business Operations Manager, OCIO. To ensure seamless and continued operations of the OCIO-IT, this role collaborates closely with Senior Leadership Team, unit managers and staff, external vendors, and other UBC units including: Building Operations, Finance, Custodial Services, Facilities, Infrastructure Development, Project Services, Campus Security, Network and Connectivity and Safety & Risk Services. Work Performed Facilities Operations • Provides independent oversight and supervision of services and operations for multiple OCIO- IT staff work locations. • Provides regular reports and recommendations to the Business Operations Manager, including budget preparation, management and resolution, completion of work in a timely manner to specification. • Responsible for determining appropriate costing, develops quotes, negotiating with Providers and provide updates to the Business Operations Manager. • Collaborates with other Facilities Managers and Coordinators across UBC to create and implement cross-departmental policies, and procedures. • Actively participates and provides professional recommendations in line with best practices, and in collaboration with other Facility Managers and Coordinators across all UBC campuses. • Researches best practices, partners with other Facility Managers and Coordinators on the creation, implementation, communication and training, as it related to resources, and ensures this is communicated via the various appropriate channels. • Responsible for ongoing communication, reviews and drafts responses to sophisticated correspondence in various communication medians. Provides departmental correspondence, presentations, and on ongoing progress reports. • Reviews specifications, drawings and cost estimates in relation to facilities projects and in support of the capital budget. Conducts a preliminary analysis of the scope of work, and supporting documentation. Participates in developing project and operational budgets and controls expenditures within these limits. Checks to ensure that maintenance work is complete in accordance with requirements, specifications and cost estimates. • Promotes excellent customer service by managing timelines; manages information using various online management systems, and provides information and timelines to departmental managers for special maintenance and projects. Recommends and/or implements corrective measures to address service or quality concerns with manufacturers and services providers. • Identifies budget over/under expenditures and recommends corrective actions to avoid re-occurrence. Works with Finance to ensure the accurate processing and payment of related expenses. • Manages negotiation of contracts with external Providers for non-UBC leased buildings. • Creates and maintains partnerships and collaborates with Facilities and Building Managers in client buildings occupied by OCIO-IT staff. • Responds to, and resolves inquiries/problems escalated by local units. Consults with Business Operations Manager on complex issues as needed. • Manages all aspects of general and project-based building maintenance work such as repairs, renovations, carpentry, plumbing, electrical, housekeeping, etc. in an efficient, effective and timely manner. Takes ownership of facilities and building maintenance and follows through to completion. • Responsible for all buildings occupied by UBC IT staff, as appropriate, in collaboration with Facilities and Building Managers for staff located in leased or Client locations, managing project status and reporting. • Supervises and coordinates facility renewal/renovation projects and space upgrades, ensuring that work is on schedule and within budget, and work is performed in accordance with the applicable codes, standards and regulations as set by the University. • Maintains space database inventory, and coordinates IT space changes and modifications, including budget, project and communications management. Liaises with Building Operations, internal partners and external vendors. Supervises projects to ensure work is completed in accordance with requirements, specifications, timelines and cost estimates. • Conducts analysis regarding user equipment, products, materials, furnishings, and makes recommendations to departmental managers on feasibility, practicality, and purchasing. • Manages furniture retention, replacement and/or disposal in accordance to university policy and procedures. • Develops, analyzes and implements policies, procedures and protocols to ensure efficient workflow for operations within facilities and building services. Monitors work order performance metrics and communicates regularly with relevant functional leads to review and prioritize work. • Identifies, documents and remedies patterns in recurring issues related to facilities and operational services. Assesses and develops approaches for standardized processes, workflow and issues resolution. Compiles reports relevant to operational facilities and analyzes the information, as required, for presentation to Business Operations Manager. • Develops guidelines and standard operating procedures for efficient office and supplies management and related activities. • Works in partnership with UBC Campus Security to ensure building security. Manages building access and inventory control through keys and access auth