Facilities Management Specialist

The Facilities Coordinator is responsible for supporting the effective management of facilities and property leases throughout our organization. This role involves sourcing vendors for goods and services related to facility maintenance, maintaining records, verifying invoices, analyzing data, and preparing reports on vendor and lease contract performance.

This position provides administration support to the Facilities and Finance teams, including writing and editing correspondence, following up on projects, researching material, screening incoming correspondence, drafting responses, developing reports, travel booking support, and ordering office supplies.

• Provides administrative support to the Facilities and Finance teams, including but not limited to: writes and edits correspondence, follows up on projects, researches material, screens incoming correspondence and drafts responses and develops reports travel, booking support and ordering office supplies.
• Prepares business case requirements for capital investments as well as monitors operational expenses.
• Assists in coordinating Facility projects including preparing internal and external communications, preparing project documentation and tracking action plans.
• Prepares Projects, Project Budgets and Requisitions in Cogeco Financial System according to established procedures.
• Tracks and reports KPI's on energy and utility consumption for corporate and BOD reporting.
• Verifies invoices for accuracy for subsequent approval and submission to Accounts Payable.
• Maintains required records of facilities contracts, leases and costs. Supports procurement with negotiations.
• Participates and consolidates in the collection of information from the divisions and facilitates the implementation of approved facilities related initiatives. This also includes the tracking, analyzing and reporting of the results of each initiative.
• Assists in the development, and monitoring of the annual facilities operating and capital budgets. Prepares analysis as required.
• Communicates with System managers, contractors and lease holders on behalf of the Manager regarding local maintenance issues and provides support as required.
• Ensures oversight of work assigned for loss prevention, risk management, seasonal maintenance, HVAC and other daily activities.
• Participate in Employee Engagement Team meetings and assist with related assigned activities.
• Assists in the development and maintenance of forms, bulletins, procedures and related communications related to facilities.
• Maintains Property and Master Insurance list for accuracy and annual reporting.
• Tracks, records and maintains Federal Halocarbon vendor activity for compliance.
• Supports Facilities Manager in organization and recordkeeping of Emergency Evacuation and Workplace Health and Safety Committees with preparation of notices and agendas.
• Prepares with Facilities Manager, annual Structural and Environmental Audit report for Board of Directors.
• Receives Facility requests from users via Service Desk Ticketing System and assigns or escalates according to established procedures.

• Minimum 3 years of relevant facility/property management administrative experience
• 3+ years of exposure to managing external vendors and contract staff
• Ability to manage and organize multiple projects ensuring conflicting timelines are met.
• Intermediate level proficiency in MS Office applications (Word, Excel, Access and PowerPoint), is required.
• Demonstrated analytical skills both numeric and non-numeric, is preferred.
• Working knowledge of financial systems and associated software programs and reporting functionalities, is preferred.
• Solid interpersonal skills and customer focus. As an ambassador of Cogeco, demonstrates a high level of professionalism (i.e. demeanour, presentation) and a winning customer service attitude.
• Demonstrated ability to read and understand legal contract language would be an asset.
• General understanding of the cable communication industry and its equipment, would be an asset
• Strong English verbal and written communication skills are required. The ability to speak and write French is an asset.

• Competitive salary
• Medical coverage (including prescription and vision plans)
• Dental coverage
• Life Insurance (1x salary at no cost to employee)
• Long and short-term disability insurance (no cost to employee)
• Voluntary employee, spousal, and child life insurance
• Company recognized Holidays with additional Floating Holidays
• Paid Time Off (PTO) programs
• Comprehensive Flex Work Policy
• 401(k) plan eligibility (company match 50% up to 5% of eligible contributions)
• Participation in the Employee Bonus Plan
• Participation in the Cogeco Stock Purchase Plan
• Complimentary and discounted broadband services (for those in our service area)
• Tuition Reimbursement
• Headspace Membership
• Opportunities for LinkedIn Learning subscriptions for select colleagues

We strive to create an environment that welcomes and nurtures all. From professional development to personal safety, we constantly strive to create an environment that is inclusive and supports the well-being of our employees.