Coordinator, Building Services

Staff - Non Union

Job Category
M&P - AAPS

Job Profile
AAPS Salaried - Facilities Management, Level A

Job Title
Coordinator, Building Services

Department
Facilities | Athletics and Recreation

Compensation Range
$5,622.33 - $8,081.00 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date
May 21, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career. 

Job Summary

The primary purpose of this position is to manage the day to day building services for the UBC Aquatic Centre and ensure the smooth operation of facility maintenance systems and processes. In addition to overseeing building maintenance, work requests, safety, and facility projects, the Coordinator, Building Services is responsible for working closely with the A&R facility team on special maintenance and building services initiatives and projects that span across multiple A&R Facilities.

Works in an office environment, but travels between buildings to perform assigned building services project work or to meet with colleagues within the properties managed by UBC Athletics and Recreation. Is required to wear appropriate business dress. Flexible hours, including evenings and weekends, are required. May work irregular hours to assist with events and respond to emergency situations.

Condition of Employment: Must agree to a criminal record search to document that no relevant criminal record exists.

Organizational Status
Athletics & Recreation (A&R) is a department within the VP Students portfolio, with a strong focus on creating an exceptional UBC student experience. The A&R Department has a team of approximately 125 employees, and is led by a strong cross-unit management team. It services over 60,000 students through recreational programming, 26 varsity teams, and 13 competitive clubs along with thousands of members of the UBC community.
Work Performed

Facility Management & Administration

• Oversees the day-to-day building services at the UBC Aquatic Centre and works closely with UBC Building Operations and A&R staff for work order implementation and follow through.  Serves as the primary contact for all Aquatic Centre Building Operations related inquiries and performs work necessary to expedite requests.
• Develops long term preventative maintenance plans and manages renovation projects for the UBC Aquatic Centre and other facilities as assigned.
• Develops a 5-year facility maintenance plan for the UBC Aquatic Centre focusing on service levels, operational efficiencies and capital upgrades and projects for assigned facilities. Manages the inspection of the general condition of assigned facilities buildings and initiates action to improve deficiencies.
• Leads and makes decision on facility related projects including project scope, hiring consultants and negotiating contracts.
• Manages and administers department service contracts with UBC Building Operations and external contractors and supervising the performance of service providers. Checks to ensure that work is completed in accordance with requirements and specifications.
• Expedites delivery and requisition of equipment and materials to support the completion of work requests within an established timeframe. Supports good customer service by providing timelines to departmental managers for special projects.
• Provides input and advice in the development and implementation of new and existing policies, procedures and guidelines related to health, safety, maintenance services
• Oversees and maintains building security systems, policies, and procedures; liaises with UBC Campus Security; manages processes in place to safeguard master keys or other keys controlled by the Facilities division, and ensures reasonable protection for residents, guests, visitors, staff, and the assets from both fire and theft.
• Oversees and implements all safety protocols for the UBC Aquatic Centre including: work safe standards, participant safety, facility safety plans, policies and training. Checks to ensure that work is completed in accordance with requirements and specifications
• Maintains departmental files, including building manuals, equipment data sheets, material data and chemical information, and warranty information for the UBC Aquatic Centre. Coordinates provision and updating of files with consultants, vendors and contractors.
• Works with personnel to reduce incidents of vandalism and misuse of building property by recommending actions and changes.

Staff Management

• Responsible for hiring, training, supervising, evaluating, retaining, and motivating pool operator staff at the UBC Aquatic Centre.  Works with 3rd party contractors, Building Operations, custodial suppliers, vendors and service providers as required.
• Develops an effective team by educating employees in the proper methods and use of materials and equipment for safe and efficient work performance, evaluating individual performances to meet established standards, providing required performance evaluations.
• Ensures that administrative records and reports regarding personnel are accurate and current by reviewing employee time cards or monthly time sheets and monitoring employee absences.

• Responsible for resolving personnel issues for assigned staff such as performance evaluations, orientation and training. Works closely with employees to meet goals and performance targets.
• Manages designated staff by performing duties such as prioritizing and assigning work tasks and inspecting completed work to ensure conformance with established standards.

• Ensures that staff have the equipment and supplies necessary by issuing supplies as needed, completing request form(s) for replacement items, and storing the supplies and equipment in a secure storage facility.

Other

• In collaboration with the Senior Manager, Capital Projects and Building Services, is responsible for assigned special maintenance and building services initiatives and projects that span across multiple A&R Facilities.
• Manages the planning, implementation and reporting for identified building services initiatives and projects across multiple facilities.
• Identifies barriers to implementation and suggests possible solutions and recommendations. 
• Collaborates with senior management on the implementation of assigned initiatives and projects.
• Develops strong rapport and relationships with stakeholder groups, allowing for open and constructive communication.
• Assists in the development, implementation, monitoring, and evaluation of departmental policies and procedures. 
• Coordinates efforts related to Climate Change Action Plan and identifies opportunities for the UBC Aquatic Centre to improve all aspects of sustainable operation.
• Operates within authorized budget; evaluate fiscal needs, establishes priority spending, creates effective cost controls; manages fiscal resources in a sensible manner.
• Maintains fiscal accountability, prepares budgets, and reconciles all assigned accounts on a monthly basis.
• Performs other related duties as required.

Consequence of Error/Judgement

This position is vitally important to the daily operation of one of the most heavily used student facilities on campus.  A safe and well-maintained facility is paramount to the experience of its users and failure to ensure these standards could result in anything ranging from poor service delivery to injury of participants.

The work and decisions of this position have a direct and critical impact on the reputation and effective operation of the Athletics & Recreation Department. Poor decisions or judgment will result in damage to the Department and the University's reputation with students, staff, faculty and the broader community. Incorrect decisions will affect the

University's ability to effectively communicate with its audience, with a direct negative impact on the student experience and the department's business objectives.

Supervision Received
Reports to the Senior Manager, Capital Projects and Building Services. Maintains positive, close working relationships with all facility managers. Works under established guidelines and policies, receiving directives on matters deviating from normal policy. Selects methods and techniques to be followed in achieving objectives. Consults with Senior Manager, Capital Projects and Building Services and other relevant facility managers for advice.
Supervision Given

Assigns and directs work, advises on technical problems. Reviews work for technical accuracy and adequacy. Exercises judgment and initiative in decision-making situations involving work methods and procedures within a defined area; in the selection and interpretation of information; in resolving issues not clearly covered by established guidelines; in coordinating staff and assessing performance.

Responsible for recruiting, interviewing, selecting, training, supervising, and evaluating staff. Manages full time and part time unionized custodial staff and contractors of up to 3 staff.

Minimum Qualifications
Technical School Diploma in Housekeeping Management. Minimum of two years of related experience, or an equivalent combination of education and experience.
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

University degree plus successful completion of a building services management or building maintenance program at a technical institute or college, or an equivalent combination of on- the-job training and work experience. Minimum of two years’ experience or the equivalent combination of education and experience with custodial management and scheduling. Knowledge and experience in maintaining or managing sports facilities is an asset. Experience and leadership in customer service, project coordination, sport facility management is an asset. Strong practical and supervisory experience in all phases of custodial work.

Previous experience in a municipality or a university is an asset. Ability to exercise initiative, tact and diplomacy. Strong leadership, organizational and time management skills required. Ability to work effectively independently and in a team environment, and to bring energy, motivation and enthusiasm to the job. Ability to exercise sound judgment, multi-task, prioritize and work effectively under pressure to meet deadlines. Ability to take initiative, analyze problems, identify key information and issues, and effectively resolve. Ability to carry out negotiations and interest-based conflict resolution. Demonstrated skills and competencies in planning, organization, and project management; leadership and team development; coaching and facilitation; and customer service.

Strong computers skills essential including working knowledge of Microsoft Office Suite (including SharePoint). Must possess a full Class 5 driver's license. Excellent oral and written communication skills. Able to lift or move heavy objects of approximately 50lbs. Knowledge of pertinent WCB and OH&S standards. Strong knowledge and experience relating to federal and provincial legislation, acts and regulations related to building and custodial systems. Demonstrated experience in applying policies and collective agreements working in consultation with Human Resources.