Facilities Coordinator
/Organization:
221A
Deadline:
Until Filled
Organization Description:
221A is a nonprofit organization that works with artists and designers to research and develop cultural, social and ecological infrastructure. We keep artists in the city, through studio placement fellowships, residencies, affordable housing and work spaces, education programs, and research and advocacy. 221A envisions a pluralistic society in which all people have the means to access and make culture.
Website:
Job Description:
This role is integral to the functioning of multiple teams.
The Facilities Coordinator’s primary role is logistical and administrative coordination of building services, accounts, maintenance, repairs, and related events, and their secondary role is to provide supplementary administrative and meeting coordination support to other departments. The Facilities Coordinator works closely with the Head of Facilities and Production to communicate with trades, building users, property managers, and building representatives to mitigate bottlenecks through exceptional communications and understanding of technical processes across 221A’s facilities.
Eligibility: Canadian citizen or permanent resident, or refugee status with legal entitlement to work Primary job location: xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish) and Səl ̓ílwətaʔ (Tsleil-Waututh) Nations (Vancouver, British Columbia) Reporting to: Stephan Wright, Head of Facilities and Production
EMPLOYMENT EQUITY
221A is an equal opportunity employer and welcomes applicants on all points on spectrums of race, place of origin, ethnicity, religion, gender, sexual orientation, age, marital status, and ability.
WORKING CONDITIONS
The Facilities Coordinator’s primary office is at 825 Pacific St, with work locations across 221A’s facilities within Downtown, the Downtown Eastside, Chinatown, and east Vancouver.
- This position is in-person only.
- They will be exposed to noise and regular flow of building users.
- They must have the capacity for extended periods of concentration with computer and mobile phone technology. - Moderate lifting (up to 15kg) may be required on an occasional basis.
- In the normal course of work, there may be exposure to particles and particulates. 221A adheres to WorkSafeBC standards and will provide PPE where appropriate.
- 221A cannot provide a scent or noise reduced space.
- Equipment will be provided, or payment will be made in lieu.
- Staff who may be required to be onsite for an after-hours emergency will be paid an additional call-out rate.
Responsibilities:
COMMUNICATION AND COORDINATION (50%)
1. Technician, Trades, Vendor, Supplier, Services – corresponding with tradespeople and vendors; processing payments; creating, monitoring, and closing out work orders; updating logs and issue-tracking, organizing and monitoring vendor site access, warranties and returns; inspecting and confirming completion of vendor or supplier work.
2. Tenants, Staff, Building Users – corresponding with tenants/staff/building users, including providing notices of work and follow up; troubleshooting and offering resources or references; communicating with staff about facility and equipment work orders and needs.
3. Coordination of deliveries and shipments – sourcing, tracking, and ordering building supplies regularly and as needed, working with the Facilities and Programs team (including technical support for communication with artists) to arrange delivery and accurate paperwork and insurance; accepting/receiving shipments, preparing shipments, and ensuring crating/ packing is secure.
4. After hours call-outs – emergency coordination of staff, trades, insurance, and affected building users. Note that after hours call-out pay is infrequent, and is paid out at a minimum of three (3) hours per call-out. If the call-out is between the hours of 11pm and 6am, the Employee will be paid at three (3x) times their regular hourly rate.
5. Staff safety monitoring and workplace risk assessment – assuming responsibilities of WorkSafeBC Health & Safety Representative/Committee (including taking First Aid course paid for by 221A); coordinating annual WorkSafeBC risk assessment at 221A; providing health and safety orientations to staff and subcontractors, such as Fellows, artists, and contracted workers.
6. Fire and life-safety information conduit – staying up to date on fire and life-safety regulations (such as Employment Standards Act and WorksafeBC) and 221A policies; sharing information and receiving feedback about fire and life-safety systems across facilities.
7. Accommodations and Access – supporting Associate Director and Head of Facilities and Production in providing physical and tech accommodations to staff.
8. Grant Writing Contributions – working with Advancement team as needed to provide information and analysis.
PLANNING AND PROCUREMENT (30%)
9. Planning – monthly, weekly, and daily planning with Supervisor.
10. Project Planning Support – working closely with Supervisor to keep project plans updated, and communicating changes in a timely manner to staff, contractors, and trades.
11. Sourcing Contractors/Trades – seeking relationships with contractors and tradespeople.
12. Sourcing Assets - ensuring current assets are maintained, and, as directed by Supervisor, seeking and obtaining assets that work within current systems.
13. Inventorying, Inspecting, Updating Status of Assets – ensuring that data on tools and other assets is accurate and up-to-date.
14. Labeling, signage, and organization – creating labels, categorizing, and organizing supplies and equipment; supporting administration and coordinating design and fabrication of site/building signage requirements; working with Supervisor to ensure that office and facility supplies are organized across 221A sites.
SUPPLEMENTARY ADMINISTRATIVE DUTIES (20%)
15. R&D Meeting Support and Coordination – Working with the Cultural Spaces R&D team to coordinate departmental meetings, travel arrangements, and supporting team workflow.
16. Program Admin Support – Providing administrative support to Programs, including, but not limited to, report writing, invoicing, contract review, and preparation.
ANCILLARY DUTIES as determined through mutual agreement with the Employer.
Qualifications:
EXPERIENCE:
- 2+ years of related work experience, ideally in building/tenant services, construction, technical services, facility maintenance/operations.
- Arts and culture or non-profit experience is an asset.
SKILLS:
- Exceptional verbal and written communication, including being highly adept with service calls via phone and in person, as well as through web tools, text message, email, etc.
- Ability to handle multiple tasks, projects, and priorities effectively.
- Comfortable with, and proficient at, spreadsheet software, and knowledge of account and inventory systems and principles.
- General knowledge of building systems, trades, maintenance, construction equipment, construction processes, leasing and tenanting.
- Capacity to identify and provide early advice on vendor/client issues and opportunities.
- Tact and negotiation skills within a team setting.
- Discretion with confidential information.
- Cultural competency regarding vendor/client concerns, in particular folks who are low-income people, artists, and cultural workers.
- Class 5 drivers license is considered an asset; driver’s record/abstract may be requested.
How to Apply:
Priority for this position will be given to:
- Black, Indigenous, and other racialized applicants
- People living with disabilities
- 2-Spirit, trans, queer, and non-binary people.
- Please send your cover letter and CV/resume by email to hr@221a.ca.
- Please use “[Full Name], Facilities Coordinator” in the Subject Line.
- Ensure your cover letter includes your name, email, and contact information.
Remuneration:
$46,800 – $54,600 salary ($1,950 – $2,275 semi-monthly) plus: annual gym membership/wellness supplement, health and dental insurance, 6% paid vacation
Contact Name: Human Resources
Contact Email: hr@221a.ca
Contact Phone: (604) 837-4864
