Facility And Capital Asset Coordinator

True North

As the largest post-secondary institution in northern Alberta, Northwestern Polytechnic is a natural point of convergence for knowledge, skills, creativity, and collaboration. Striving to spark and empower success, NWP’s mission is geared towards both individual and collective progress. NWP offers a wide variety of engaging and in-demand academic programs in certificates, diplomas, apprenticeships and degrees. We exist wholeheartedly for the domestic and international students who call our campuses home, the distinctive communities and industries we serve, and the staff and faculty who honour us with their expertise and insights every day. While our potential as one of Alberta’s newest polytechnics is ever-growing, we recognize the importance of having authentic and highly effective contributors by our side.

The Department

This position is in the Facilities – Maintenance and Operations Department (FMO), which strives to provide safe, functional, and attractive facilities for student, staff, and community use. NWP takes pride in respecting and preserving its buildings and grounds, and this is reflected in the prompt and dedicated service provided by its Facilities – Maintenance and Operations team.

The Role

Reporting to the Director, Facilities – Maintenance & Operations, the Facility and Capital Asset Coordinator is responsible for the oversight of the capital evergreen process for program and building assets, space management, planning and scheduling preventative maintenance for the FMO department and operational project coordination. They work with various internal stakeholders across the organization and external consultants, contractors, vendors and government agencies. Primary location for the position can be in Fairview or Grande Prairie depending on the successful candidate. Fairview is located 115km northeast of Grande Prairie.

What We Offer

We are currently recruiting individuals who are inspired by opportunity, driven by results, and aligned to NWP’s core values of being responsive, innovative, and connected. Finding your fit in one of our specialized schools or departments means a bright future with competitive compensation, attractive benefits packages, reliable networks, high quality of life, and unparalleled learning community experiences. If you are looking to transform the post-secondary landscape with polytechnic education, research, and partnerships, Northwestern Polytechnic is your employer of choice.

The successful candidate will have a Degree in Business, Technical Diploma, Trade, or equivalent experience. A minimum of three years work-related experience in a Facilities Management Operation with strong knowledge of Facilities Asset Management programs. A combination of education and experience will be considered.

Experience in the following areas will help the candidate be successful in this role:

Capital Asset Coordination

• Facilitate the annual evergreen budget process for Institutional program and operational capital assets.
• Engage various stakeholders throughout the organization to develop capital evergreening budgets, and project plans.
• Answer inquiries regarding overall capital budget process, allocations, approvals, etc.
• Preparation and review of capital approval documentation.
• Responsible for the approval of capital asset expenditures within signing authority limits.
• Updating of asset database with new purchases, asset tagging, disposals, and any discrepancies found during the annual inventory process.
• Reconcile the capital evergreen budget and capital plan project accounts against actual expenditures and approved funding.
• Facilitate the annual capital asset inventory process and verify the accuracy, consistency and integrity of data and information.
• Develop and maintain training materials and facilitate workshops.

Space Planning

• Development of institutional functional program documents.
• Responsible for the tracking and reporting of facility and classroom utilization.
• Maintain and update processes and procedures for space standards and space allocations.
• Receive and review space allocation requests.
• Create and maintain furniture inventory for all common areas, departments, and office spaces.

Project Coordination

• Coordinate day-to-day operational aspects of operational and small capital projects.
• Liaise with end users, consultants, contractors, and other stakeholders as required.
• Responsible to ensure contractors on site are oriented and compliant.
• Research and prepare invitational and public procurement documents.
• Ensure project documents are complete, current, and filed appropriately.
• Generation of project status reports and other standard business communications.
• Provide cost tracking for minor and major projects.

Maintenance Planning Coordination

• Maintaining and updating the VFA and CMMS systems and providing end-user training on these systems as required.
• Provides data collection procedures, forms, and checklists to the FMO team to support data inputs into the VFA and CMMS systems.
• Enter, edit, and modify preventative maintenance schedules into the CMMS.
• Procurement for preventative maintenance work orders and inventory control for facilities shop supplies, small tools, and equipment.
• Document control of all building asset documentation including as-builts, O&M manuals, building drawings, equipment instruction manuals, etc.
• Generates and reviews reports and communicates recommendations to management.

Other Duties as Assigned

• Tracking and monitoring of KPIs within the Institutional sustainability strategic plan.
• Sit on committees as applicable, i.e. Accessibility, Space Management, Sustainability, Occupational Health, and Safety
• Provide cover off support for the Department Administrative Assistant as needed.
• Other duties as assigned.

The successful candidate will also have developed skills in the following areas:

• High degree of initiative and self-motivation with the ability to manage and achieve deadlines.
• Superior customer service skills with the ability to build strong relationships across the organization.
• Ability to interpret technical reports, specifications, operating and maintenance manuals, design standards, manufacturers data, engineering and technical work proposals, contracts, and reports.
• Intermediate computer skills in Microsoft Office Applications and Computerized Maintenance Management Systems.
• Strong written and verbal communication, analytical, research, and problem-solving skills to handle enquiries and resolve issues in a professional and timely manner.
• Knowledge of public sector accounting principles considered an asset.

Candidate must posses a valid Class 5 driver’s license. Frequent travel between campuses is required. Position can be located in either Fairview or Grande Prairie depending on the successful applicant.

• This position is new and currently going through the Job Evaluation Committee (JEC) process to determine salary placement. It will be an AUPE full-time permanent position.

How to Apply

Only applications received electronically will be considered. To apply, go to http://www.nwpolytech.ca/careers and select the job posting.

We review all applications to select candidates whose qualifications and experience most closely meet our needs.

Only applicants selected for interviews will be contacted. For general inquiries, please contact HR at humanresources@nwpolytech.ca.

Thank you for applying to NWP!