Facilities Coordinator

Job Summary:

The Facilities Coordinator will be primarily responsible for overseeing all facility management activities at Rapport, including the general maintenance, vendor management, inventory, health & safety and security. The incumbent will ensure the most effective use of resources, assets, and operational efficiencies while providing a quality low-cost solution to support the business while considering risk measures.

Key Responsibilities:

Facilities & Procurement

  • Ensures all building and premises of Rapport are maintained in a good state; addresses any concerns and/or deficiencies in a timely manner and in compliance with health and safety legislation; supervises on-site contract work.

  • Maintains all maintenance contracts for Rapport and ensures they are reviewed and approved annually by management.

  • Prepares proposals or tenders for third party services for Rapport.

  • Responsible for monitoring office lighting, HVAC, water treatment, pest control, mat services and fire extinguishers; addresses any deficiencies by using third party services.

  • Co-ordinates office services, such as office equipment management and phone line management across all branches.

  • Works with management in planning for future building space and supply needs of Rapport.

  • Manages staff workstation changes, office moves, closures and relocations; seeks for quotes and suppliers when required.

  • Responsible for the compliance of building fire codes and working with third parties if necessary.

  • Works with third parties to ensure that all building fire, electrical and elevator codes are compliant according to respective standards and guidelines.

  • Liaises with Peregrine Co-operative Homes and third party power supplier to ensure that generators are adequately fueled and testing is done a monthly basis.

  • Works as a liaison between shared building facilities at Peregrine Co-operative Homes; advises on any discrepancies relating to shared invoices and services.

  • Is an active member of the joint health and safety committee; ensures health and safety measures are addressed in compliance with legislation.

Storage & Security

  • Monitor and maintains all security systems including alarm and CCTV camera system across all branches.

  • Acts as first point of contact for building security and after hour emergencies at main branch and Toronto corporate office; and back up to out-of-town branches across Ontario.

  • Ensures the safekeeping and custody of all credit union keys and ensures appropriate security measures are maintained and logs are updated upon changes.

  • Ensures the safekeeping of records to meet the requirements of outside regulatory bodies and ensures that a systematic process is in place for their retention and destruction.

  • Oversees shredding services and manages offsite file record system with relevant third parties.

  • Ensures all storage areas are kept in a neat and orderly fashion at all times.


  • Responsible for the purchasing and control of all inventory including stationery and supplies for the Credit Union and acts as liaison between suppliers. Ensures purchase orders and work orders are approved prior to obtaining services; exceptions may exist during emergencies.

  • Ensures that new ATM cards and corporate cheques are issued to branches and ensure appropriate security measures are maintained; including inventory and documents are updated.


  • Ensures Rapport's company vehicle is maintained in a good state of repair; tracks and audits logs of staff using company vehicle on a weekly basis.

  • Responsible for personally couriering items required by branches on occasion.

  • Other duties as assigned by management.

Education and Experience:

  • Post-secondary education in Facilities Management or an equivalent combination of education and experience.

  • Minimum three (3) years’ administrative experience.

  • Minimum three (3) years’ experience working in facilities, contracts, insurance and real estate.

  • First Aide Certified and experience in Joint Health & Safety committee.

Required Knowledge, Skills and Abilities:

  • Knowledge of building codes.

  • Knowledge of Technical Standards and Safety Authority standards.

  • Working knowledge of HVAC system.

  • Excellent interpersonal skills to be able to communicate effectively with other functional areas.

  • Excellent computer skills (MS Outlook, Word, Excel).

  • Excellent written and oral communication skills.

  • The ability to handle heavy lifting up to 25 lbs.

  • The ability to demonstrate an excellent knowledge of the English language both oral and written.

  • Strong problem solving and decision making skills combined with good planning, prioritizing and organizations skills.

  • Ability to work effectively independently and within a team.

  • Valid Ontario driver’s license and reliable vehicle for occasion to travel to work sites as needed.

Working Conditions:

  • Normal office environment.

  • Primarily sitting.

  • Some travel required.

  • Some overtime required.


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