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About the Role
The Coordinator, Facilities & Operations plays a key role in supporting the day-to-day operations, facilities management, and campus services for International Business University (IBU) and Vega Academy. This position is responsible for ensuring the efficient functioning of facilities across multiple campuses and offices through maintenance coordination, vendor management, building systems oversight, space utilization planning, and facilities-related project support. The role supports the planning and execution of facility improvement projects, coordinates contractors and vendors, and contributes to a safe, professional, and welcoming environment for students, faculty, staff, and visitors. This position serves as a critical role in maintaining operational consistency, supporting facilities projects and ensuring high standards of facility performance and customer service throughout the organization.
Responsibilities
- Coordinate day-to-day facilities operations, monitor maintenance requests, and conduct routine inspections to ensure campus buildings, equipment, and common areas remain safe, functional, and well maintained.
- Coordinate preventative and corrective maintenance and liaise with vendors, contractors, and building management regarding building systems, including HVAC, plumbing, BAS, fire alarm, life safety, security, and elevators.
- Perform general facilities upkeep and hands-on tasks, including furniture assembly, disassembly, moving and rearranging furniture and equipment, and minor repairs within the scope of the role.
- Support facilities improvement projects, repairs, and operational initiatives by coordinating schedules, service requests, site access, and communication with internal stakeholders and external service providers.
- Coordinate procurement activities, purchase orders, inventory, and operational supplies in accordance with institutional policies and approved procedures.
- Monitor contractor and vendor performance, follow up on outstanding work, and identify opportunities to improve facilities operations and minimize service disruptions.
- Support compliance with institutional policies and applicable health and safety requirements, building regulations, fire safety standards, and established operational procedures.
- Respond promptly to urgent facilities issues and emergencies, including leaks, flooding, equipment failures, fire and life safety concerns, and other building-related disruptions; coordinate appropriate action and escalate issues to building management, qualified service providers, or emergency services as required.
- Conduct and document facilities inspections, report hazards and incidents, support emergency preparedness activities, and follow up on corrective actions to help maintain a safe campus environment.
- Maintain accurate facilities records, maintenance logs, work orders, inspection reports, service agreements, and incident documentation.
- Communicate facilities updates, maintenance requirements, service interruptions, and outstanding issues to relevant stakeholders and ensure appropriate follow-up.
- Provide responsive customer service, support operational continuity, contribute to process improvements, and perform other related duties as assigned.
Requirements
- Minimum of 5 years of experience in facilities, building operations, maintenance, construction, or a related technical environment.
- Strong knowledge of preventative maintenance, facility operations, building systems, and operational best practices in commercial, educational, or office environments.
- Working knowledge of the Ontario Building Code (OBC) and applicable building operations and maintenance standards.
- Proficiency with Microsoft Office and computerized maintenance or facility management systems.
- Excellent organizational, project coordination, documentation, communication, time-management, and interpersonal skills, with the ability to work independently and collaboratively.
- Ability to perform routine physical inspections, safely use ladders, lift up to 25 lbs., work in mechanical and service areas, and travel between multiple campus locations as required.
- Valid driver's license and access to reliable transportation.
Skills
- Blueprint reading
- Interpretation of technical drawings and specifications
- Chief Architect
- SketchUp
- AutoCAD
- Revit
- Design and technical software
Location
- Toronto, ON
Work Type
- Full-time
- On-site
Experience Level
- 5 years of experience
Education Level
- Bachelor's degree in architecture, structural or civil engineering, interior design, facilities management, construction management, building operations, a skilled trade, or a related field.
- Professional facilities management designations such as BOMI, SMT, SMA, or equivalent certifications are considered assets.
- Building Environmental Systems (BES) Certification Class is considered an asset.
Salary/Compensations
- $55,000 – $65,000 annually
About the Company
- International Business University (IBU) and Vega Academy are organizations committed to fostering a diverse, inclusive, and equitable workplace where everyone feels welcome, valued, and respected.
Equal Opportunity
- IBU is an Equal Opportunity Employer.
- IBU is committed to fostering a diverse, inclusive, and equitable workplace where everyone feels welcome, valued, and respected.
- We are dedicated to the principles of equal opportunity and encourage applications regardless of race, religion, colour, national origin, gender, sexual orientation, age, marital status, or disability status.
- Please contact careers@ibu.ca if you require accommodation during the recruitment process.
- We may use AI tools to support certain stages of the hiring process and do not replace human judgment. IBU is committed to the responsible and fair use of AI in compliance with applicable laws.