Facilities Coordinator at Black & McDonald in Waterloo, Ontario, CA

BUILD YOUR CAREER AT BLACK & MCDONALD

Black & McDonald is an integrated, multi‑trade service provider that delivers high‑quality construction, facilities management, and technical solutions safely. Our family‑owned and family‑run company employs thousands of highly skilled and talented professionals across North America. With over one hundred years of diverse market experience, we are a forward‑thinking organization with a strong record of delivering operational excellence and customer‑focused solutions that stand the test of time.

ABOUT THIS CAREER OPPORTUNITY

Black & McDonald’s Facilities Management team is growing. This opportunity is well‑suited for a committed and collaborative professional who thrives in an on‑site, operational support role and takes pride in maintaining safe and well‑maintained facility.

Reporting to the Regional Facility Supervisor – Facilities Management & Operations, we are seeking a highly organized and detail‑oriented Facility Coordinator with a hands‑on approach to overseeing and managing all aspects of facility operations. As the Facility Coordinator, you will be responsible for ensuring the efficient operation and upkeep of the facility, including buildings, custodial services, equipment, grounds, and seasonal requirements such as snow removal.

Your primary goal will be to create a safe, clean, and functional environment that supports the needs of internal stakeholders and visitors. This role requires strong communication skills, excellent problem‑solving ability, and the capacity to coordinate and prioritize tasks effectively.

General duties & responsibilities include, but are not limited to:

• Ensure all daily facility operations function effectively in accordance with contract requirements, maintaining a clean, safe, and organized environment.
• Work closely with custodial staff, administrative personnel, and contractors to maintain daily facility readiness and support ongoing operations.
• Lead and manage the Facility Management Program while supporting hands‑on maintenance and minor repair tasks as required.
• Maintain and manage preventive maintenance schedules for building systems, equipment, and infrastructure.
• Coordinate and oversee maintenance activities, custodial services, groundskeeping, waste management, and snow removal.
• Conduct regular inspections to identify maintenance concerns, cleanliness issues, safety hazards, and improvement opportunities; take corrective action promptly.
• Collaborate with contractors and service providers to schedule, coordinate, and verify work, ensuring all services meet Black & McDonald quality standards.
• Prepare, update, and close work orders using CMMS software while maintaining accurate records of maintenance activities, equipment history, warranties, and supplier information.
• Work closely with the administrative team to process Work Orders, Invoices, Proposals, Purchase Orders, and other contract‑related documentation.
• Maintain professional, timely communication with internal stakeholders, contractors, and customers
• Obtain vendor quotes, support procurement decisions, and ensure cost‑effective delivery of facility services.
• Participate in emergency preparedness activities, drills, and response plans to ensure facility readiness.
• Monitor and manage inventory levels for tools, equipment, cleaning supplies, and facility materials.
• Train staff on proper equipment use, maintenance procedures, and safety protocols.
• Respond promptly to facility‑related emergencies during regular hours and after hours as required.
• Source new suppliers for products and services as needed to support ongoing facility requirements.
• Adhere to and promote all health, safety, quality control, and environmental policies and programs.
• Other duties as assigned.

COMPETENCY REQUIREMENTS

• Communicates effectively and professionally
• Strong organizational and multitasking skills
• Customer‑focused and service‑oriented mindset
• Problem‑solving and decision‑making ability
• Holds self and others accountable
• Teamwork, collaboration, and respectful conduct
• Ability to coach, guide, and support others

EDUCATION REQUIREMENTS

• Trade qualification and/or technical diploma (or equivalent facility experience and knowledge).
• A certificate in Facilities Management is considered an asset.
  

WORK EXPERIENCE REQUIREMENTS

• Experience in facilities management, trades, construction, property maintenance, or project coordination is an asset.
• 1–3 years of experience in a coordination or administrative role.
• Experience supporting or coordinating facilities within an institutional or organizational setting is an asset (not required).
• Strong organization and time‑management skills.
• Knowledge of Safe Work Practices and Quality Assurance standards.
• Competency using Microsoft Office and basic computer systems; CMMS experience is an asset.

SKILLS AND ABILITIES

• Demonstrated problem‑solving abilities
• Proven experience coordinating multiple teams or service providers
• Self-motivated professional who demonstrates a strong work ethic with the ability to take initiative and ownership of responsibilities
• Excellent written and verbal communication skills
• Ability to be assertive while maintaining professionalism and diplomacy
• Ability to anticipate needs and proactively address issues
• Ability to lift up to 50 lbs and perform minor physical tasks
• Ability to walk the site regularly and work indoors/outdoors year‑round
• Comfortable using CMMS systems, digital checklists, work order applications, and mobile tools
• Proficient with Microsoft Office (Outlook, Word, Excel)
• Valid G class Ontario driver’s license with clean driving abstract
• Ability to pass a Police Vulnerable Sector Check

COMPENSATION

This is a regular, full‑time position with a salary range of $60,000 – $65,000 per annum. The starting salary will be based on the successful candidate’s competencies, including but not limited to relevant experience, education, and demonstrated performance related to this role.

OUR CULTURE

We value professionalism, reliability, teamwork, and a customer‑focused approach. We are committed to fostering a respectful, supportive workplace where employees feel valued and empowered to contribute to a safe, high‑performing facility.

As the Facility Coordinator, you will play a critical role in ensuring the smooth operation and maintenance of the facility. If you are a proactive problem‑solver with strong attention to detail and a passion for creating safe, functional environments, we invite you to apply. Join our team and contribute to Black & McDonald’s commitment to delivering exceptional facility management services.

Black & McDonald welcomes and encourages applications from persons with disabilities. Accommodations are available upon request for candidates participating in all aspects of the recruitment and selection process.

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