Position: Facilities Coordinator
Reporting to: Director of Organizational Effectiveness
Location: St. John’s – various First Light locations throughout the city.
Summary
First Light is a registered non-profit organization that serves the urban Indigenous and non-Indigenous community alike by providing programs and services rooted in the revitalization, strengthening and celebration of Indigenous cultures and languages in the spirit of trust, respect, and friendship.
The Facilities Coordinator ensures that First Light’s facilities remain safe, functional, and welcoming spaces that reflect our organizational values. This role is responsible for the overall management and upkeep of facilities, including building maintenance, plumbing, electrical, carpentry, snow clearing, heating and air conditioning, janitorial/housekeeping, and groundskeeping. The position requires hands-on knowledge of basic repairs and maintenance across multiple systems and acts as the key contact for both in-house and contracted maintenance and housekeeping services.
In addition to supervising maintenance and housekeeping staff, the Facilities Coordinator develops and implements a comprehensive preventative maintenance program, supports the occupational health and safety (OH&S) program, contributes to budget planning and monitoring, and coordinates daily, weekly, and seasonal job priorities.
Core Skill Set Facilities Coordinator
- Strong problem solving skills
- Detail oriented, with good planning and scheduling skills
- Good communication and interpersonal skills
- Strong customer service skills
- Good listening and negotiating skills
- Budget adherence and financial reconciliation
- Ability to perform basic repairs in electrical, plumbing and mechanical systems
- Knowledge of building codes and safety standards
- Must have a valid driver’s license
- Must be able to lift up to 40 lbs
Essential Responsibilities
Maintenance and Operations
- Monitor and prioritize maintenance requests, ensuring timely responses and proper documentation.
- Develop and implement an annual preventative maintenance program for all facilities, including inspections of buildings, vehicles, sprinkler systems, and fire extinguishers.
- Oversee general maintenance tasks such as plumbing, electrical, carpentry, painting, and waste management.
- Coordinate with contractors and external repair services, ensuring work aligns with organizational standards, safety protocols, and project timelines.
- Develop and manage the annual snow clearing plan, ensuring timely removal of snow and ice from parking lots, entrances, walkways, and stairways, and coordinating equipment and supply needs.
- Manage facilities team fleet vehicles, including the plow and tractor, ensuring regular servicing and seasonal preparation.
- Monitor and address changes in service needs, including garbage and recycling, housekeeping, snow clearing, water and sewage management, and other general maintenance requirements.
Team Supervision and Coordination
- Supervise maintenance and housekeeping staff, ensuring adherence to duties, fostering accountability, and promoting professional growth.
- Coordinate daily, weekly, and seasonal job priorities, assigning tasks and supervising outsourced work as needed.
Safety and Compliance
- Promote a strong safety culture by fostering open communication, ensuring compliance with organizational policies and the Occupational Health and Safety (OHS) Act, and enforcing the proper use of PPE.
- Assist in developing and maintaining the OH&S program, participate in the OHS Committee, and ensure up-to-date safety training for staff.
- Conduct regular inspections, maintain safety logs as required by law, and enforce safe working practices.
Financial Oversight and Reporting
- Inform and contribute to the development of the annual facilities budget based on operations and maintenance needs.
- Approve and execute necessary purchases for the facilities and maintenance team, ensuring all expenditures are essential, within budget, and documented.
- Manage inventory of equipment and supplies, ensuring adequate stock levels and coordinating replenishments as needed.
- Provide regular updates and reports to the Director of Organizational Effectiveness, including weekly progress summaries and monthly reports detailing maintenance statistics and key updates.
Qualifications
- Experience in coordination of staff and facilities
- Previous experience in building maintenance, landscaping, and general repairs
- Strong interpersonal and respectful communication skills, with the ability to engage effectively in a culturally sensitive and community-first mindset
- Post-secondary education in Facilities Management or a similar field is considered an asset
- Willingness to work flexible hours, including evenings and weekends, with the option for flex-time to offset extra hours
- Experience in coordinating multiple projects, with a strong ability to meet deadlines and collaborate effectively with team members.
- Valid Class 5-II Driver’s license required
- Proven sense of initiative and ability to adapt to changing priorities
- Ability to work independently and as a part of a team
- Criminal record and vulnerable sector check required
- Proficiency with Google Suite and Slack would be considered an asset
Apply
To apply please email your resume and cover letter to [email protected] by December 2, 2024.
Preference will be given to qualified Indigenous residents of Newfoundland and Labrador.
First Light celebrates diversity and is committed to creating an inclusive and supportive environment for all members of our team. We welcome applications from all qualified candidates regardless of Indigenous identity or status, lived experience, national or other origin, gender identity or expression, sexual orientation, religion, age, or other characteristics. We strongly encourage applications from individuals who carry lived experience expertise, acknowledging the value and alignment with First Light’s organizational goals. We’re committed to supporting candidates throughout the application process by accommodating any disability-related requests.