Facilities & Operations Coordinator

Job Title: Coordinator, Facilities & Operations

Term: Full-time, Indefinite (40 hours/week)

Department: Operations

Reports to: Senior Manager, Operations

Location: Toronto, ON

Expected Salary Range: $55,000 – $65,000 annually

Position Overview

The Coordinator, Facilities & Operations plays a key role in supporting the day-to-day operations, facilities management, and campus services for International Business University (IBU) and Vega Academy. This position is responsible for ensuring the efficient functioning of facilities across multiple campuses and offices through maintenance coordination, vendor management, building systems oversight, space utilization planning, and facilities-related project support.
Working closely with internal departments and external service providers, the Coordinator provides technical, administrative, and operational support to maintain facility performance, operational continuity, and compliance with applicable regulations and standards. The role supports the planning and execution of facility improvement projects, coordinates contractors and vendors, and contributes to a safe, professional, and welcoming environment for students, faculty, staff, and visitors.
While the primary focus of the position is facilities management and operational project coordination, the Coordinator also provides occasional support for institutional events and may assist in coordinating student workers as required to support departmental operations.
This position serves as a critical role in maintaining operational consistency, supporting facilities projects and ensuring high standards of facility performance and customer service throughout the organization.

Key Responsible Areas

Facilities Management & Campus Operations

• Coordinate day-to-day facilities operations, monitor maintenance requests, and conduct routine inspections to ensure campus buildings, equipment, and common areas remain safe, functional, and well maintained.
• Coordinate preventative and corrective maintenance and liaise with vendors, contractors, and building management regarding building systems, including HVAC, plumbing, BAS, fire alarm, life safety, security, and elevators.
• Perform general facilities upkeep and hands-on tasks, including furniture assembly, disassembly, moving and rearranging furniture and equipment, and minor repairs within the scope of the role.

Project Coordination & Operational Improvements

• Support facilities improvement projects, repairs, and operational initiatives by coordinating schedules, service requests, site access, and communication with internal stakeholders and external service providers.
• Coordinate procurement activities, purchase orders, inventory, and operational supplies in accordance with institutional policies and approved procedures.
• Monitor contractor and vendor performance, follow up on outstanding work, and identify opportunities to improve facilities operations and minimize service disruptions.

Health, Safety & Compliance

• Support compliance with institutional policies and applicable health and safety requirements, building regulations, fire safety standards, and established operational procedures.
• Respond promptly to urgent facilities issues and emergencies, including leaks, flooding, equipment failures, fire and life safety concerns, and other building-related disruptions; coordinate appropriate action and escalate issues to building management, qualified service providers, or emergency services as required.
• Conduct and document facilities inspections, report hazards and incidents, support emergency preparedness activities, and follow up on corrective actions to help maintain a safe campus environment.

Administrative Support (Secondary Responsibilities)

• Maintain accurate facilities records, maintenance logs, work orders, inspection reports, service agreements, and incident documentation.
• Communicate facilities updates, maintenance requirements, service interruptions, and outstanding issues to relevant stakeholders and ensure appropriate follow-up.
• Provide responsive customer service, support operational continuity, contribute to process improvements, and perform other related duties as assigned.

Qualifications

• Bachelor's degree in architecture, structural or civil engineering, interior design, facilities management, construction management, building operations, a skilled trade, or a related field.
• Minimum of 5 years of experience in facilities, building operations, maintenance, construction, or a related technical environment.
• Strong knowledge of preventative maintenance, facility operations, building systems, and operational best practices in commercial, educational, or office environments.
• Working knowledge of the Ontario Building Code (OBC) and applicable building operations and maintenance standards.
• Proficiency with Microsoft Office and computerized maintenance or facility management systems.
• Excellent organizational, project coordination, documentation, communication, time-management, and interpersonal skills, with the ability to work independently and collaboratively.
• Ability to perform routine physical inspections, safely use ladders, lift up to 25 lbs., work in mechanical and service areas, and travel between multiple campus locations as required.

Preferred Qualifications and Certifications

• Professional facilities management designations such as BOMI, SMT, SMA, or equivalent certifications are considered assets. 
• Building Environmental Systems (BES) Certification Class is considered an asset.
• Skills in blueprint reading and interpretation of technical drawings and specifications preferred. 
• Experience with Chief Architect, SketchUp, AutoCAD, Revit, or similar design and technical software is considered an asset.
• Valid driver's license and access to reliable transportation.

Application Process:

To formally express your interest in this opportunity, please submit your resume and a brief cover letter. In your cover letter, please highlight your qualifications for the role and share what inspires you about the prospect of contributing to a rapidly scaling, purpose-driven organization. This posting is for a current vacancy at our organization, and it remains open until the position is filled. The position is subject to budgetary approval.

Note: Application materials should be submitted as a single combined PDF file with a filename that identifies the applicant.

We look forward to reviewing your application. See our website www.ibu.ca for further information about this new and exciting opportunity.