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Facilities Operations Coordinator

2 months ago

Melbourne, Victoria, Australia Sprott Shaw College Full time

Job Summary:

The Facilities Operations Coordinator will oversee the day-to-day operations of the Quadra Village Community Centre and Quadra Village Neighbourhood Gym, ensuring a safe and suitable environment for staff, program participants, and community.

Key Responsibilities:

  • Ensure compliance with all safety and security protocols, creating and implementing emergency preparedness plans
  • Responsible for maintenance, function, and security of the buildings, equipment, and grounds, by working with service providers, staff, and volunteers
  • Completes minor repairs of equipment and buildings as required, such as light cleaning, debris and graffiti removal, affixing or securing items to walls, paint touch-up, etc.
  • Liaises with the City of Victoria, Capital Regional Hospital District, 950 Kings building administration, and maintenance providers as required
  • Tracks building upkeep as well as anticipated long- and short-term improvements and maintenance. Places timely requests with the City for improvements and repairs in conjunction with Reception Staff
  • Prevents and responds to emergency situations, building alarms, and urgent issues for both facilities
  • Participates to ensure a safe environment; observes potential hazards; remedies and/or reports to the appropriate person
  • Orientates all new hires to facility related procedures, safety, and security measures
  • Orientates and fully trains community key-holders prior to issuance of keys and alarm codes
  • Interviews, supervises, and trains facility support staff and volunteers
  • Maintains supplies inventory by determining needs and overseeing placement of orders, in conjunction with Reception and other staff.
  • Supports the functioning of computers, copiers, projectors, software, licences, and relative equipment for staff and community use, responding to requests for repair, replacement, and assistance.
  • Liaisons with IT Support and contracts work required
  • Manages program registration, recreational offerings, and facility rentals, working collaboratively with Program Leads and Reception staff, while maintaining an accessible booking system
  • Maintains a filing system, both electronic and manual, for the Facilities program
  • Creates invoices and ensures necessary communication occurs with regular and one-time user groups regarding rental payments, with a system approved by the Finance Coordinator
  • Takes an active a role in the Occupational Health & Safety Committee
  • Participates in a Lead Facilities role for community events such as Quadra Village Day, National Indigenous Peoples' Day, and the AGM. Places orders for equipment, completion of permits and applications, and coordinates set-up and take-down
  • Responds to general inquiries, by phone and in person, regarding QVCC and QVNG, and facilitates and engages in the physical work of maintaining the Centre
  • Performs other related duties as required by the Executive Director

Requirements:

  • Commitment to anti-oppressive, decolonial, and anti-racist practice
  • Ability to work with integrity and respect in a diverse, multi-cultural community centre
  • Demonstrated work experience and abilities in an facilities management role: or a combination of training, education, and experience in a related field such as operations, recreation, event management, scheduling etc.
  • Demonstrated skills in general office duties: filing and clerical procedures; skilled document/report preparation and layout; knowledge of personal computer applications
  • Demonstrated supervisory skills and experience with paid and/or volunteer staff, with the ability to guide and motivate
  • Excellent time management skills and the ability to prioritize work
  • Strong organization and problem-solving skills; keen attention to detail
  • Strong oral and written communication skills along with interpersonal and collaborative ability
  • Ability to work under pressure of deadlines and with frequent interruptions
  • Computer proficiency, including Word, Excel, and Power Point
  • Physical ability to realign room furnishings, stack tables and chairs, and climb ladders

Benefits and Remuneration:

  • $47,320 annually (equivalent to $26/hour) and increases with tenure
  • 3 weeks paid vacation
  • Eligible for full Extended Health, Dental, AD&D, Life Insurance, and matching RRSP contributions, after completion of 3-month probationary period
  • Immediate enrollment in the Employee & Family Assistance Program
  • Paid training & development suitable to position

Hours of Work:

  • An average of 35 hours per week, generally Tuesday through Saturday, including regular day time and evening work.
  • Schedule built around regular hours of operation, training needs, facility bookings, and community events