The salary range for this position is $44,600 to $55,000. Final compensation will be determined based on relevant skills, experience, qualifications, and internal equity. In addition to base salary, eligible employees may be entitled to other elements of total compensation, which may include group benefits, employer RRSP contributions, and discretionary bonus or incentive programs, where applicable to the role. We are committed to offering competitive compensation and comply with all applicable pay transparency legislation. Further details regarding our total rewards program will be shared by the Talent Acquisition team during the hiring process. Canadian work experience is not a requirement for this role. Please note that artificial intelligence–based tools may be used at certain stages of the recruitment and applicant screening process.

Position Summary

The Facilities Coordinator provides administrative and operational support within a facilities management organization, supporting multiple client sites and facilities units. This role is primarily office‑based and administrative in nature, focused on vendor onboarding, documentation, invoice processing, reporting, and coordination of day‑to‑day facilities support needs.

The successful candidate will play a key role in ensuring facilities operations run efficiently by supporting internal teams, external vendors, and site stakeholders across multiple managed facilities.

This is a 14‑month contract position, with the potential to transition to a permanent full‑time role based on performance and business needs.

Key Responsibilities

Administrative & Operational Support

• Provide administrative support to the facilities management team across multiple facilities and business units
• Support day‑to‑day facilities requests and service coordination for managed and non‑managed sites
• Maintain accurate records, contracts, service documentation, and vendor files
• Coordinate workflows, track action items, and follow up with internal teams and vendors as required

Vendor Onboarding & Coordination

• Support onboarding of new vendors, including documentation, compliance requirements, and system setup
• Coordinate with vendors regarding site access, required training, and administrative submissions
• Maintain vendor listings and ensure records remain current and complete

Invoice Processing & Financial Administration

• Support processing of invoices, including verification, coding, and submission in accordance with internal procedures
• Assist with tracking purchase orders, service requests, and related administrative approvals
• Support reconciliation of costs and follow up on invoice discrepancies as needed

Training & Documentation Support

• Assist in preparing training materials, user guides, and short training videos for internal use
• Support tracking and administration of required vendor and staff training
• Maintain and update standard documents, templates, and administrative procedures

Reporting & KPI Support

• Assist with data collection, tracking, and preparation for KPI and performance reporting
• Support compilation of reports, dashboards, and summaries related to facilities performance
• Ensure data accuracy and timely submission of required reports

 Qualifications & Experience

• Diploma or degree in Business Administration, Facilities Management, or a related field (or equivalent experience)
• 2+ years of experience in an administrative, coordination, or support role (facilities, property management, construction, or operations environment preferred)
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Experience with invoice processing, reporting, or vendor coordination is an asset
• Proficiency in Microsoft Office (Excel, Word, PowerPoint); experience with CMMS, ERP, or FM systems is an asset

Skills & Competencies

• Strong attention to detail and administrative accuracy
• Excellent communication and interpersonal skills
• Ability to work collaboratively across teams and stakeholders
• Comfortable working in a fast‑paced, multi‑site environment
• Proactive, reliable, and solution‑oriented approach
• Ability to handle sensitive and confidential information professionally

 Employment Term

• Contract duration: 14 months
• Potential for full‑time conversion upon successful completion of the contract and based on business requirements