Facilities Coordinator

Position Details

• Job Type: Full-Time
• Department: Facilities Operations South Zone Corporate
• Division: Engineering and Environmental Services
• Hours of Work: 35
• Work Schedule: Monday - Friday 8:00am - 4:00pm
• Union: CUPE 1883
• Grade: CUPE 1883 Grade 012
• Salary Range: $40.17 - $45.52 per hour
• Posting Date: October 13, 2026
• Location: 100 Maple Grove Rd - Regional Operations Centre, 150 Frederick St - Regional Admin Headquarters

About Us

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

• Taking only what we need
• Leaving some for others
• Keeping the dish clean

This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity.

Waterloo Region is home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.

The Role

Works as part of the facilities maintenance and operations team to support the delivery of maintenance work and projects for region-owned buildings/properties (including social housing units), ensuring work meets quality standards and service timelines. Monitors and coordinates on-site service contract work. Plans and coordinates building renewal/renovation projects.

Duties/Responsibilities

• Supports facilities maintenance service contract administration (e.g., janitorial, snow plowing, life/safety electrical). Resolves issues with contractors, tenants, and escalates to supervisor as required. Documents contractor performance and provides input related to terms/conditions of existing/prospective maintenance contracts.
• Monitors and documents compliance with service agreements, including legislation, policies, and procedures related to the maintenance of units, buildings, and grounds, and entry/notice procedures under tenant protection legislation.
• Works in collaboration with facilities maintenance technicians to support general maintenance service delivery for Regional buildings/properties, including social housing units. Provides project management support for housing unit renovations as part of move in/out process by tracking, documenting, and monitoring work requirements, timelines, and project status. Arranges for parking enforcement services at Regional lots.
• Assesses building and grounds conditions and initiates maintenance repairs, upgrades, or improvements, within limits. Obtains price quotes/estimates, creates scope of work, and arranges for contractor. Identifies need for immediate/emergency contracted services and arranges for same.
• Meets with clients, tenants, program groups, and management to review complaints regarding unsatisfactory/incomplete maintenance work. Compiles information and takes steps to resolve, including re-issuing work orders, consulting with supervisor, and working with contractors and maintenance staff.
• Plans, coordinates, and administers minor building renewal/renovation projects for buildings and properties, as assigned and within scope of operations. Projects focus on multi-housing sites (e.g., shingle replacements, painting hallways/common spaces). Develops project specifications, obtains price quotes and contractor. Works with external groups such as Bell/Rogers and insurance adjusters. Conducts site visits to validate scope and prepare work plan and schedule. Consults with facilities maintenance technicians for building and technical expertise and feedback.
• Tracks, documents, and monitors work order schedules, budget, and overall project requirements/work from start to finish. Develops plans, approves construction drawings, and signs off on safety plans. Anticipates and resolves issues. Makes changes to initial scope, such as including extra work, for cost effectiveness. Reviews invoices and accepts completed work. Maintains project documentation/records.
• Arranges logistics for contractors/consultants (e.g., access to buildings, building contacts, special requirements). Accompanies contractors/consultants as required into housing units. Maintains a master key system for contractors to sign out/return.
• Works with work scheduler and management to coordinate work activities and scheduling of maintenance staff, contractors, and students.
• Completes property incident reports for insurance risk management and Legal, for management approval.
• Reports status of projects, including expected completion dates, issues, and changes to supervisor.
• Monitors inventory of building cleaning supplies, equipment, maintenance and grounds materials, and conducts annual audits. Has a P-card to purchase supplies.
• Provides logistical information regarding building and site specifications and dimensions for procurement processes, including capital works projects.
• Assists management to assess business practices and trends related to contracted services and recommends service improvements/efficiencies.
• Notifies the building emergency response team on updates to emergency work plans.
• Performs related duties as assigned.

Knowledge, Skills, and Abilities

Knowledge of current building maintenance practices, building/property management procedures, and project management practices and methodology.

Knowledge and skill acquired through a 3-year college diploma in an architectural/construction-related program, plus 3 years of demonstrated related field experience in a facility management setting, or, a 2-ye...