Workplace Solutions Coordinator Jobs

Job Title: Project Coordinator V

Location: 200 Bloor Street East, Toronto, Ontario

Job Summary

The Workplace Solutions Coordinator's primary responsibility is to support the Workplace Solutions team in monitoring, operating, and coordinating all critical facilities and space project requests. They are accountable for planning and managing all department relocations, furniture configurations, which may include small-scale construction projects. They will assist the Project Managers with large scale capital construction and design projects and maintaining a professional, safe, and secure work environment. The WPS Coordinator will work with and support the larger Corporate Real Estate Team on delivering the best Workplace Experience for employees.

Key Accountabilities: (Allocate the percent of total working time spent on each accountability, which should add up to 100%.)

Individual Accountabilities:

Oversees all internal service requests relating to space and furniture changes

Manages the Moves, Add and Change Program (MAC); coordinating with departments, technology, and 3rd party vendor teams, as required, on all internal Employee Moves varying from 10 employees - 500+ employees

Manages internal office furniture reconfiguration/builds and coordinates minor construction projects with direction from Workplace Solutions Project Managers and Director.

As lead coordinator for relocations and small scope constructions it is the Coordinator’s role to be the liaison between department and vendors, prepare all project costs and budget for approvals, and ensure relocations and construction are completed efficiently and in scope.

Ability to effectively manage and coordinate the work of consultants, contractors and others connected with project work.

Provides support to Project Managers/Director as needed with capital projects in all stages from scope, budget, schedule, planning, execution, and close-out.

Maintain all project input to space planning/space management software, Tririga CAFM System.

Maintain all internal primary floor plans and updates via Tririga into AutoCAD

Performs routine site checks to confirm floor plans accurately reflect the current state for reporting purposes.

Liaise with Property Management / Landlord to properly maintain floor condition

Provides regular weekly/monthly Project Status reports, occupancy reports in excel format, and adhoc reporting to Project Manager or Management as required.

Job Requirements:

Strong knowledge of Microsoft Office Suite (Word, Excel, Powerpoint, OneNote, Outlook, Project, Planner, To Do, etc.), SharePoint, TEAMS, Tririga, AutoCAD, and PDF editors such as Adobe.

Familiar with a Computer Added Facilities Management System (CAFM) and/or Tririga

Familiar with Design & Construction procedures, building codes, and reading Architectural & Furniture drawings

Experience with installation, adjustments, repairs, and orders for modular furniture systems and commercial furniture

Experience with large corporate relocations (500+ employees)

Experience with project coordination, scheduling, budgeting, and vendor/contractor management

Ability to professionally interact with all levels of Management and provide excellent customer service.

Accountable for scheduling, implementation, and the financial management of all projects and/or relocations as assigned

Able and willing to support after hour and weekend work as periodically required by business

Able to quickly adapt to new concepts, processes, and tools