Facilities & Building Operations Coordinator

Facilities & Building Operations Coordinator

Location: 11748 Kingsway Avenue NW Edmonton, AB

Closing Date: Until Suitable Candidate Found

Position Status: Full-time (40 hours/week), 1 Year Employment Contract

The Otipemisiwak Métis Government is recruiting for a full-time Facilities & Building Operations Coordinator to join the Facilities and Building Operations department. Reporting to the Facilities Manager, the Facilities & Building Operations Coordinator is responsible for coordinating and supporting facilities operations across the organization, including maintenance and renovations, health and safety initiatives, building security, fleet coordination, data and asset management, and general facilities administration. Acting as a central point of contact for facilities-related inquiries, the Facilities & Building Operations Coordinator liaises with internal departments, external vendors, and service providers to ensure timely and efficient resolution of operational needs.

Key Responsibilities

Plan and coordinate a wide range of building and facilities services, including but not limited to maintenance and preventative services, water and beverage systems, printing and document management, shredding services, building security systems, fleet coordination, and other operational support services.

Support employee onboarding and offboarding in collaboration with IT by coordinating equipment sign-in and sign-out, arranging workstations and desk setups.

Act as the first point of contact for all facilities related inquiries and deliveries, and maintain record through management of the ticketing system.

Assist with the scheduling and installation of equipment and furniture in support of building and maintenance projects. Coordinate office, workstation, and boardroom setups, including the movement and reconfiguration of furniture as required. Support building security processes by coordinating key distribution and access control, ensuring secure and organized workspace transitions.

Support office set up/take down, including but not limited to, departmental moves, employee desk spaces, and communal spaces.

Coordinate servicing for in-house technology, including printers, phones, and security systems upon request. Arrange vendors as needed.

Act as the primary point of contact for facilities and maintenance vendors, coordinating services and communications with external providers to ensure timely delivery, quality service, and alignment with operational requirements.

Coordinate and communicate with department managers, IT providers, external project managers, and vendors regarding facilities and workspace related needs.

Collaborate with and support the Data and Asset function in maintaining accurate inventory records, tracking assets, and coordinating equipment requests. Assist 3 in communicating equipment needs to Facilities & Building Operations leadership to ensure appropriate planning, availability, and lifecycle management of organizational assets.

Maintain supporting documentation for Facilities and Building Operations policies and procedures.

Maintain and coordinate Facilities and Building Operations records, invoices, and files. Enter, verify, and reconcile invoices for equipment, furniture, and services.

In collaboration with the Data and Asset Coordinator, organize, keep inventory of, and manage storage facilities. Transport items in storage between various sites and locations.

Prepare, review, and edit correspondence including but not limited to letters, policies, briefing notes.

Assist the Facilities and Building Operations Managers, and the Director of Facilities and Building Operations, with research, compiling data, acquiring quotes, or similar for assigned projects.

Ensure timely completion of Facilities projects, including the set-up of boardrooms and various spaces. Collaborate with the Facilities and Building Operations team on various projects.

Participate in and support the overall strategic direction of the Facilities and Building Operations department and the Otipemisiwak Métis Government.

Process invoices, financial transactions, and related documentation in WorkPlace, ensuring information is accurate.

Ensure that administrative activities are delivered in a timely and efficient manner.

Maintain a high level of cultural sensitivity, professionalism, and confidentiality in all interactions and when handling sensitive documents.

Present a positive and professional image of the organization when interacting with employees, citizens, visitors, and other external stakeholders.

Other duties as required or assigned.

Skills & Competencies

Excellent communication and interpersonal skills to engage effectively with staff, visitors, vendors, and stakeholders.

Demonstrates strong reliability and can be consistently depended upon to complete tasks on time and to a high standard.

Ability to take direction well, showing the ability to quickly understand instructions and apply feedback effectively.

Excellent analytical and critical thinking skills with the ability to identify issues and implement creative and strategic solutions to overcome problems.

Self-motivated and demonstrated initiative in identifying and addressing operational deficiencies, process gaps, or other possible improvements to operations.

Flexible and adaptable with an ability to thrive in a dynamic and changing environment.

Ability to work under pressure and handle tense and stressful situations.

Strong organizational and time management skills, with the ability to prioritize and manage multiple projects simultaneously.

Exceptional attention to detail.

Exceptional project management and coordination skills with the ability to manage budgeting, scheduling, and resource allocation.

Ability to develop and maintain constructive working relationships with both internal and external stakeholders, including leadership, staff, and business and community partners.

Strong sense of ethics, professionalism, and political and cultural sensitivity.

Knowledge of health and safety regulations and compliance requirements.

Qualifications

Diploma or certificate in Facilities Management, Business Administration, Operations Management, or a related field. Equivalent combination of education and experience may be considered.

Minimum 3–5 years of experience in facilities coordination, building operations, office administration, or a related operational role.

Experience coordinating vendors, service providers, and maintenance contractors.

Experience supporting asset management, inventory control, or records management is considered an asset.

Experience working in a public sector or multi-site environment is considered an asset.

Other Requirements

Ability to work a flexible schedule of days, evenings, weekends, overnight stays, and holidays, as required. Ability and willingness to work on call to meet facility and service needs.

Regular travel throughout the city of Edmonton and the province of Alberta is a requirement.

Reliable transportation and a valid Class 5 Driver’s License.

Physical ability to handle equipment and furniture movement, as required.

Acceptable attainment of a Police Information Check is required.

What We Offer

The opportunity to work for the newly ratified Otipemisiwak Métis Government and be part of the largest Indigenous Government in Canada.

An opportunity to learn about Métis culture, history, and art.

Meaningful work in a fun and supportive work environment.

Training and professional development opportunities.

A comprehensive benefit package.

Generous time off policies.

Métis applicants are encouraged to apply!

The Otipemisiwak Métis Government thanks all applicants for their interest. We are committed to a fully human-led recruitment process and do not use artificial intelligence to review candidate applications. We tak