Operations Services Coordinator

ABOUT US

Almost 1.2 million residents call York Region home, making it one of the largest regions in Canada – and the fastest growing with a population that's expected to grow to more than 2 million by 2041. Our geography, which is comprised of about 1,800 square kilometers over nine different municipalities, is as beautiful, interesting and diverse as our people. Local government is organized in a two-tier structure and we work together with our local municipalities to provide residents and businesses access to a broad selection of services and resources.

WHAT WE OFFER

Consistently named one of Canada's Best Employers by Forbes, we offer a collaborative, progressive workplace that takes pride in our organizational culture and is committed to living The 13+ Factors of Psychological Health and Safety in the Workplace – aligned with our vision to create strong, caring and safe communities both within and outside our walls.

• Defined Benefit Pension Program - With the Ontario Municipality Employees Retirement System (OMERS) defined benefit pension plan, you can confidently retire knowing that you will have income for life. Eligibility from date of hire as a full-time employee and includes employer-matched contributions.
• Employer of Choice - Recognized as the highest-ranking government employer in Canada and fourth overall among 300 organizations.
• Benefits and Wellness - Employees and their loved ones have access to an employee health care spending account, access to a 24/7 Employee and Family Assistance Program and corporate discounts and purchase plans for day-to-day products and services. Casual employees are eligible to receive payment in lieu of benefits and/or vacation.
• Inclusive and Diverse Workforce - We're committed to fostering an environment that celebrates all dimensions of diversity and ensures everyone can develop to their full potential, participate freely in society and live with respect, dignity and freedom from discrimination. Our robust Inclusion, Diversity, Equity and Accessibility program continues to grow, and has been recognized by the United Nations and many other organizations for our leadership.

ABOUT THE ROLE

This position is responsible for tasks related to creating, updating, and issuing work orders and tenant service requests for all facilities owned and operated by Housing York Inc. Supports all areas of Housing Operations including creating and maintaining activities/events in the system related to maintenance, repairs, services, capital requests, tenant and staff enquiries and maintenance database. 

WHAT YOU WILL BE DOING
•    Responds to requests from internal and external stakeholders related to maintenance activities. Identifies the nature of the issue, completes maintenance requests, work, and purchase order forms.
•    Coordinates responses to emergency situations/critical building alarms and determines appropriate action.
•    Administer, tracks, and maintains the after-hours stand-by schedule.
•    Coordinates the information and development of preventative maintenance program.
•    Creates, issues, coordinates, and follows up on work orders in the system, and assigns to appropriate area(s).   
•    Develops and revises processes and procedures.
•    Answers enquiries concerning property related matters such as lighting, heating, janitorial concerns.
•    Coordinates information concerning after hour activities and other events in the facilities and determines action/response.
•    Coordinates maintenance project schedules, maintains project calendars, prepares, and distributes maintenance notices as required.
•    Schedules and documents maintenance project planning meetings.
•    Operates and maintains database, creates and reviews work orders and authorizes access for stakeholders. Distributes reports, as required.
•    Administers and updates calendars for staff.
•    Compiles data, weekly/monthly reports, and for reports and documents.
•    Prepares status reports of maintenance and facility projects for the Branch.
•    Drafts correspondence, including routine memorandum, letters, and minutes for review.
•    Applies back-up procedures, trouble shooting and maintenance on systems, as required.
•    Supports management by preparing charts, forms, and spreadsheets; compiles and collates materials.
•    Liaises with department/building designates on work order processes and established procedures.
•    Receives, sorts, redirects and/or distributes communications.
•    Liaises with internal and external stakeholders for leasing and landlord administration requests. 
•    Trains and provide guidance to other staff supporting the department designate system.
•    Responds to inquiries and resolves concerns, as appropriate.
•    Ensures that services provided meet Regional customer service standards.
•    Participates on committees, work groups, task forces and special projects, as assigned.
•    Manages information in accordance with legislation and corporate standards.
•    Performs other duties as assigned, in accordance with Branch and Department objectives.

WHAT WE ARE LOOKNG FOR
•    Successful completion of a Community College Diploma in Property Management, Business Administration or related field or approved equivalent combination of education and experience.
•    Minimum three (3) years demonstrated experience delivering service to clients in a property maintenance and leasing environment. 
•    Experience with a computerized maintenance management system in developing preventative maintenance programs.
•    Good verbal and written communication skills and experience in maintaining record management systems.
•    Knowledge of service request and work order procedures and leasing/landlord administration procedures.
•    Knowledge of building components and systems.
•    Demonstrated ability in the Region's core competencies.