Facilities Coordinator

About Community Healthcaring Kitchener-Waterloo (The Health Centre)
The Health Centre provides a broad range of services aimed at improving the health of individuals and the wider community. Our services include medical and dental care, health promotion, illness prevention and outreach programming. Our expertise and resources are focused on working with those who experience health inequities and barriers to accessing health services. Collaborating as an interdisciplinary team, we provide services and supports that address the social determinants of health including factors and barriers such as poverty, inadequate housing, food insecurity, substance use, language and culture, as well as stigma and social exclusion.

The Health Centre works with the most complex client population served by primary health care professionals within Waterloo Region. Our highly skilled and diverse team works from a strength-based approach with individual clients as well as the broader community. We collaborate with many partner agencies and organizations within Waterloo Region. Our team consists of Family Physicians, Nurse Practitioners, Registered Nurses, Social Workers, Dietitians, Chiropodists, Pharmacists, Psychiatrists, Health Promoters, Community Health Workers, Administrative Staff and Volunteers.

We invite you to consider this opportunity to join our team and contribute to this important work.

The Health Centre is currently recruiting for the following position:

Job Title: Facilities Coordinator
Full Time, Permanent (1.0FTE) – 37.5 hours per week
Compensation: $52,931.21 - $63,772. 45 per annum

Job Summary:
The Facilities Coordinator is responsible for all duties related to Facilities. The primary focus of this position is to provide day-to- day facilities, equipment & maintenance to support the Health Centre programs and services. This includes coordinating preventive maintenance, responding to maintenance requests, managing contractors, obtaining quotations, monitoring facility-related costs & facilities purchases, and ensuring compliance with health and safety standards. You will be the primary on-call contact for alarm system issues and facility concerns, including outside of regular business hours, and will respond to these after-hours calls.

Responsibilities:
a) Act as first point of contact for internal and external parties related to day-to-day facilities and equipment issues.
b) Communicate with staff regarding emerging facilities and equipment issues.
c) Maintain accurate and up-to-date building systems maintenance policies, practices and procedures.
d) Coordinate monthly preventive maintenance schedules and ensure completion of assigned work.
e) Arrange for maintenance/repair and maintain records of building systems, including but not limited to building security, video surveillance, internal alert system, HVAC, water systems, elevator, and automatic doors.
f) Perform minor maintenance and repairs on equipment and facility infrastructure where appropriate
g) Perform maintenance activities on equipment and facility infrastructure as possible.
h) Issue keys, security devices, hardware for various systems as authorized by Human Resources.
i) Communicate with external contractors and ensure contractors are maintaining timelines
j) Liaise with the landlord’s property management company regarding issues of concern and facilitate access when required.
k) Maintain/update general voice mail system as required.
l) Program and maintain user codes for multi-function printers. Report usage statistics to vendor for billing, order supplies and arrange for maintenance/repair when required.
m) Retrieve images or video/images from security system when requested by Leadership.
n) Act as point person for all fire safety responses as per CHCKW/RHC Fire Safety Plan Policy.
o) You will be the primary on-call contact for alarm system issues and facility concerns, including outside of regular business hours. You are expected to respond to these calls in a timely manner & address the concerns. This on-call responsibility is reflected in your salary compensation.
p) Purchase, organize & track IT & facilities- related equipment.
q) Maintain clear internal communication regarding scheduling, disruptions, and service updates.
r) Maintain facility records, including service logs, maintenance reports, vendor documentation, and compliance records.
s) Maintain list of maintenance equipment and facilities contractors
t) Support internal communications by updating phone messaging systems other communication channels where applicable.
u) Participate in planning and coordination projects, renovations, and facility upgrades as required.
v) Facilitating the equipment and supplies orders based on the needs of the Health Centre.
w) Maintain database of all capital assets including laptops, desktops, medical equipment, internal alert fobs, keys etc.
x) Maintain and review service contracts, liaison, administrator etc.
y) Making sure that contractors have insurance or WSIB coverage before they perform their service at the Health Centre.
z) Coordinate Health Centre van bookings, maintenance, and related operational issues to ensure safe and efficient use of the vehicle.

Other Duties:
a) Provide support and training as needed for volunteers/students to successfully fulfill their position description.
b) Join as a member of Joint Heath & Safety Committee & actively participate in improving health and safety.
c) Annual count of all assets of the Health Centre.
d) Participate in team and staff meetings and other meetings and committee work as appropriate to support both service delivery and organizational goals.
e) Work individually and collaboratively in the development and implementation of quality improvement initiatives and activities.
f) Work in a manner that preserves privacy and confidentiality.
g) Work in a manner that ensures client safety and minimizes risk to clients, volunteers and the Health Centre.
h) Work in a manner consistent with the Health Centre’s Vision, Mission and Values.
i) Work in a manner consistent with the Health Centre’s policy and commitment to Diversity, Equity and Inclusion in all processes and practices.
j) Work in a manner that demonstrates self-reflection and personal accountability for work performance.
k) Adhere to all Health Centre policies.
l) Adhere to appropriate infection control practices.
m) Perform any other duties as assigned by your supervisor.

Accountability
This position reports to: Finance Manager

Qualifications
1. A minimum of 3 years experience in maintenance, facility coordination, maintenance operations, or a skilled trade environment; trade certification/designation is considered an asset.
2. Knowledge of building systems including basic plumbing, electrical, mechanical, HVAC and emergency systems.
3. Facility Management Professional (FMP) designation considered an asset.
4. Proven ability to build relationships and collaborate effectively with cross-functional teams and external vendors.
5. Knowledge and experience in aspects of medical cleaning, maintenance preferred.
6. Excellent organizational and time-management skills
7. Good judgment and strong problem-solving abilities
8. Excellent interpersonal skills as necessary to interact and engage positively and effectively with individuals and groups
9. Ability to take initiative and to work independently
10. Ability to work collaboratively within a diverse team environment
11. Ability to maintain strict confidentiality and act with discretion
12. High level of proficiency with Microsoft Office applications
13. Experience with electronic health records and other databases is an asset
14. Ability to communicate effectively in English, both written and verbally
15. Experience with social media and website support is an asset
16. Ability to maintain strict confidentiality.
17. Ability to obtain a Police Vulnerable Sector Check satisfactory to the Health Centre.
18. 2-Factor Authentication for Outlook is App based (Microsoft Authenticator Application) and used to ensure the security of our online accounts. 2-FA requires the use of a personal mobile device with a recent operating system.

Hours:
37.5 Hours per week
Monday/Tuesday/Thursday 9am-5pm
Wednesday 9am – 5pm or 12 pm – 8pm
Fridays 8am – 4pm

Benefit package:
· Paid Vacation Leave: 3 weeks to start; 4 weeks after 1 year
· Defined Benefit Pension Plan (through HOOPP)
· Extended health and dental insurance
· Life, Accidental Death, and Long-Term Disability insurance
· Employee Assistance Plan

Application Deadline: June 17th, 2026

The Health Centre values the diversity of its staff and welcomes applications from people of all races, ethnicity, religions, culture, sexual orientation, gender identity and those with disabilities.

Individuals with a disability requiring accommodation during the application and/or the interview process should please reach out to humanresources@healthcaringkw.org so that suitable arrangements can be made.

Personal information submitted will only be used for the purposes of this recruitment process.

We appreciate all expressions of interest; however, only those selected for an interview will be contacted. This is an open position.