Facilities Coordinator

FACILITIES & MAINTENANCE COORDINATOR (Maternity/Parental Leave Contract)

Salary range (based on skill level and experience) - $60,000 - $75,000

This maternity/parental leave contract is for a term of 12 to 18 months, with the precise duration determined by the employee’s return from leave.

WHO IS KEILHAUER?

Founded in 1981, Keilhauer is a privately owned, design-focused contract furniture manufacturer. Keilhauer manufactures seating and tables that makes work more comfortable for all. Keilhauer products are thoughtfully made to support communication and engagement in spaces such as meeting rooms, collaboration areas, lobbies and lunchrooms. Working with world-renowned furniture designers, Keilhauer is internationally recognized for award-winning design, built with extreme craftsmanship, to the highest environmental standards.

SUMMARY

The Facilities & Maintenance Coordinator keeps Keilhauer’s buildings safe, working and presentable. You own facilities issues from start to finish - you are the first point of contact for requests across our sites, you decide whether a problem can be fixed in-house or needs a contractor, and you make sure every request is logged, prioritized and closed out. You handle day-to-day maintenance and minor repairs yourself, and you find, schedule and manage the contractors who do the specialized and licensed work.

You will manage our existing service vendors (HVAC, cleaning, snow removal, landscaping, fire protection, pest control, waste and others), source and qualify new vendors when we need them, obtain competitive quotes, and make sure contractors on site are insured, WSIB-compliant and working safely. You will work closely with the VP IT & Facilities on budgets, approvals and larger capital projects, and keep the facilities records, schedules and procedures current.

This position is best suited to a practical, organized person who is comfortable with a tool belt and a spreadsheet in the same day. New issues come up every day, so you prioritize using common sense and a good understanding of how our operations run, and you know when to fix something yourself and when to call in a professional. Building good relationships with employees, plant teams and vendors is central to your success.

PRIMARY RESPONSIBILITIES

1.Vendor and Contractor Management

• Manages day-to-day relationships with existing facilities vendors, including scheduling, access, quality checks and resolving service issues.
• Sources, vets and recommends new vendors and contractors when needed; obtains a minimum of three competitive quotes for non-routine work and prepares comparisons for approval.
• Verifies that contractors have current certificates of insurance and WSIB clearance before work begins and completes contractor safety orientations and work permits (e.g. hot work, working at heights).
• Supervises contractor work on site, confirms completion against the scope, and reviews invoices before submission for payment.
• Tracks service contracts, renewal dates and warranties, and flags upcoming renewals to the VP IT & Facilities.
• Manages and directs day porters and/or cleaning staff at all facilities.
• Ensures 24/7 availability of emergency services and acts as an after-hours contact for facilities emergencies on a shared basis.

2.Hands-On Maintenance and Repairs

• Performs general building maintenance and minor repairs, such as painting and patching, door hardware and lock repairs, ceiling tiles, fixture and lamp replacement, minor plumbing, furniture assembly and moves, signage, and shelving.
• Installs and mounts wall-mounted equipment and fixtures, such as TVs and display screens, whiteboards, artwork, signage, shelving and brackets, on drywall, block and concrete, coordinating with IT for any network or AV connections.
• Coordinates and carries out office moves, adds and changes, including furniture installation and workstation reconfigurations, with internal teams and movers.
• Performs work at heights safely, including ladder work, rooftop access and the use of scissor lifts or other aerial work platforms, following fall protection requirements.
• Carries out routine preventive maintenance tasks, such as HVAC filter changes, visual inspections of rooftop units, drains and building envelope, and checks of emergency lighting and fire extinguishers.
• Performs first-level troubleshooting of HVAC, electrical, plumbing and mechanical issues to determine whether they can be resolved in-house or require a licensed contractor; does not perform work that requires a trade license, such as adding or modifying electrical circuits or gas work.
• Conducts regular walk-throughs of all facilities to identify safety hazards, deficiencies and housekeeping issues, and resolves or escalates them.
• Maintains facilities tools, equipment and supplies inventory.

3.Coordination, Compliance and Administration

• Logs, prioritizes and tracks all facilities requests and work orders in the facilities ticketing system (Jira), and keeps requesters informed of status.
• Maintains the preventive maintenance and inspection calendar, including sprinkler, fire alarm, backflow, extinguisher, emergency lighting, eyewash station, first aid kit, elevator/lift and roof inspections, and keeps records required under the Ontario Fire Code and OHSA.
• Supports the Joint Health and Safety Committee on facilities-related items, fire drills and inspection follow-ups.
• Coordinates building access, keys and fobs, and liaises on alarm and security system issues.
• Coordinates site logistics for capital projects led by the VP IT & Facilities (e.g., roofing and HVAC replacements), including contractor access, progress tracking and reporting of issues.
• Purchases facilities supplies and services within approved spending limits; prepares purchase requisitions, tracks spending against budget, and provides a monthly summary of open work orders, spending and upcoming inspections and renewals.
• Documents facilities procedures, vendor contacts and equipment information so that knowledge is captured and easy to hand over.
• Responsible for monitoring company petty cash.
• Acts as back-up to the Receptionist, relieving breaks and absences.
• Conducts research and executes special projects as required.

QUALIFICATIONS

Required:

• 3+ years’ experience in facilities coordination, building maintenance or property operations, ideally in a manufacturing, industrial or multi-site environment.
• Proven experience sourcing, quoting and managing contractors and service vendors, including holding them to scope, schedule and price.
• Working knowledge of building systems (HVAC, electrical, plumbing, roofing, fire and life safety) sufficient to troubleshoot, triage and direct licensed trades.
• Hands-on general maintenance skills and comfort using hand and power tools, including mounting TVs, displays and fixtures securely to different wall types.
• Valid Working at Heights training from a Ministry of Labour approved provider, or willingness to complete it before starting (Keilhauer will arrange).
• Comfortable working on ladders, rooftops and aerial work platforms.
• Highly organized, with a track record of tracking many open items to completion and keeping good records.
• Proficient with Microsoft Office (Word, Excel, Outlook) and other software programs.
• A valid driver’s license with a clean driver’s abstract, valid insurance and access to a vehicle is a requirement, as there is a need to access all facilities.

Assets:

• College diploma in facilities management, building systems or a related field, or a Facilities Management Certification (e.g., FMA, FMP).
• WHMIS, Joint Health and Safety, and aerial work platform (scissor lift) or lift truck operator training.
• Experience with a work order or ticketing system (e.g., Jira, a CMMS).
• Knowledge of the Ontario Fire Code and OHSA requirements for building inspections and contractor safety.

ESSENTIAL PHYSICAL AND INTELLECTUAL REQUIREMENTS

• Communication: Must be able to interact professionally, communicate effectively and exchange information accurately with employees, vendors and contractors through face-to-face contact, email and phone communications; must have strong interpersonal, written and verbal skills; proven ability to direct contractor work and hold vendors accountable.
• Mobility: Must be able to stand, walk and work on foot for extended periods; regularly climbs ladders and works at heights, including rooftops, mechanical areas and aerial work platforms; frequent bending, kneeling, squatting and reaching overhead; travels between sites.
• Manual Dexterity & Coordination: Must have the strength, dexterity and coordination to safely use hand and power tools and operate a computer; regularly lifts and carries up to 25 kg.
• Vision: Specific vision abilities required by this job include the ability to visually examine worksite areas and equipment, and to view and interpret documents, drawings and quotes for accuracy.
• Cognitive Ability: Must have the ability to read and interpret documents, quotes, contracts, equipment manuals and technical procedures; must possess the ability to write business correspondence; must use common sense and be able to carry out detailed written and/or oral instructions; must have strong organizational skills and excellent attention to detail; must prioritize effectively, even under pressure; must be able to act responsibly, discreetly and ethically and maintain strict confidentiality.

WORKING CONDITIONS

This role will take you to various locations, from quiet office spaces to manufacturing plants, rooftops and mechanical rooms, where you may be exposed to dust particulates, noise and heights. Much of your day is spent on your feet doing physical work, balanced with computer work and communication in person, by email and over the phone. When facilities issues arise, you are expected to go where the problem is, which may require going outside in the rain/snow or extreme temperatures.

• This position requires frequent, dynamic interaction through face-to-face contact, email and phone communications.
• Must be capable of traveling to other locations as required to perform job function.
• Must be available for occasional after-hours or weekend response to facilities emergencies.
• This position requires the ability to multi-task many functions simultaneously.
• Must be able to work with minimal supervision.
• Must be able to handle frequent interruptions to planned work activities.
• Must maintain a sense of urgency under tight deadlines.
• Must be able to respond and adapt quickly in a dynamic and changing environment.
• Follows all company and OHSA Safety regulations; works in a safe manner and uses personal protective equipment, as required; reinforces housekeeping and Keilhauer’s core values.

DOES THIS ROLE SOUND LIKE A FIT?

Keilhauer is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive, respectful environment for all employees. If you require accommodation during the recruitment and selection process, please let us know and we will work with you to support your needs.

If this role is for you, please send your resume and tell us why you would be a great addition to our team! Please note that only those selected for further consideration will be contacted.

Please note that AI may be used during the recruitment and selection process.