Job Description

Facilities Coordinator

Location:

11738 Kingsway Avenue NW Edmonton, AB

Closing Date:

Until Suitable Candidate Found

Position Status:

Full-time (40 hours/week) Permanent Position





The Otipemisiwak Metis Government is recruiting for a second Facilities Coordinator to join the Facilities and Building Operations department. Reporting to the Facilities Supervisor, the Facilities Coordinator plays a key role in ensuring the smooth and efficient operation of Otipemisiwak Metis Government properties and office spaces. This role oversees building and facilities services, coordinates office setups and furniture/equipment installations, and serves as the primary point of contact for facilities-related inquiries and IT account support. The Facilities Coordinator maintains accurate records, manages vendor relationships, supports projects, and assists with all aspects of the employee lifecycle, from onboarding to offboarding. As a central resource for operational programs and strategic initiatives, this position ensures that facilities are well-maintained, organized, and fully equipped to meet the needs of employees and stakeholders, while consistently presenting a professional image of the organization.

Key Responsibilities

Plan and coordinate building and facilities services, including kitchen supplies, water cooler services, printing, shredding, and other essential office needs. Act as the first point of contact for all facilities related inquiries and deliveries and maintain records through management of the ticketing system. Assist with employee onboarding by coordinating equipment, arranging for desk spaces, briefing new employees on current facility related programs such as building support, IT, etc. Coordinate IT support for employee account setup, changes, and deactivation, ensuring accurate records in collaboration with Human Resources. Assist with the scheduling and installation of equipment and furniture in support of building and maintenance projects. The moving of furniture and setup of office spaces/boardrooms, etc. may be required. Support office set up/take down, including but not limited to, departmental moves, employee desk spaces, and communal spaces. Coordinate servicing for in-house technology, including printers, phones, and security systems upon request. Arrange vendors as needed. Oversee the servicing of printers, including maintaining printer ink and supplies, submitting toner reports, and recycling old ink cartridges. Coordinate and communicate with department managers, IT providers, external project managers, and vendors regarding facilities and workspace related needs. Collaborate with and assist the other Facilities Coordinator and the Data and Asset Coordinator in maintaining inventory and submitting equipment needs to Facilities and Building Operations leadership to ensure equipment is available for use. Maintain supporting documentation for Facilities and Building Operations policies and procedures. Assist with planning, organizing, coordinating, and implementing furniture and equipment for various operational programs, department specific or Otipemisiwak Metis Government wide. Maintain and coordinate Facilities and Building Operations records, invoices, and files. Enter, verify, and reconcile invoices for equipment, furniture, and services. In collaboration with the other Facilities Coordinator and the Data and Asset Coordinator, organize, keep inventory of, and manage storage facilities. Transport items in storage between various sites and locations. Coordinate and support project activities, ensuring timelines, resources, and deliverables are managed effectively. Prepare, review, and edit correspondence including but not limited to letters, policies, briefing notes. Assist the Facilities Supervisor with research, compiling data, acquiring quotes, or similar for assigned projects. Collaborate with the Facilities and Building Operations team on various projects. Participate in and support the overall strategic direction of the Facilities and Building Operations department and the Otipemisiwak Metis Government. Present a positive and professional image of the organization when interacting with employees, citizens, visitors, and other external stakeholders. Other duties as required or assigned.

Skills & Competencies

Excellent communication and interpersonal skills to engage effectively with staff, visitors, vendors, and stakeholders. Excellent analytical and critical thinking skills with the ability to identify issues and implement creative and strategic solutions to overcome problems. Self-motivated and demonstrated initiative in identifying and addressing operational deficiencies, process gaps, or other possible improvements to operations. Flexible and adaptable with an ability to thrive in a dynamic and changing environment. Ability to work under pressure and handle tense and stressful situations. Strong organizational and time management skills, with the ability to prioritize and manage multiple projects simultaneously. Exceptional attention to detail. Exceptional project management and coordination skills with the ability to manage budgeting, scheduling, and resource allocation. Ability to develop and maintain constructive working relationships with both internal and external stakeholders, including leadership, staff, and business and community partners. Strong sense of ethics, professionalism, and political and cultural sensitivity. Knowledge of health and safety regulations and compliance requirements.

Qualifications

Minimum 2-4 years of experience in facilities, office operations, or project coordination. Experience coordinating building services, office setups, and operational programs. Knowledge of IT support processes, including employee account setup, changes, and deactivation, in collaboration with Human Resources. Experience managing vendors and service providers, ensuring contractual obligations and service delivery standards are met. Knowledge of project coordination principles, including tracking timelines, resources, and deliverables. Proficiency with Microsoft Office Suite and facilities or project management software.

Other Requirements

Ability to work a flexible schedule of days, evenings, weekends, overnight stays, and holidays, as required. Ability and willingness to work on call to meet facility and service needs. Regular travel throughout the city of Edmonton and the province of Alberta is a requirement. Reliable transportation and a valid Class 5 Driver's License. Physical ability to handle equipment and furniture movement, as required.

What We Offer

The opportunity to work for the newly ratified Otipemisiwak Metis Government and be part of the largest Indigenous Government in Canada. An opportunity to learn about Metis culture, history, and art. Meaningful work in a fun and supportive work environment. Training and professional development opportunities. A comprehensive benefit package and employer contributions to Pension Plan. Generous time off policies.

Metis applicants are encouraged to apply!

The Otipemisiwak Metis Government thanks all applicants for their interest. Only applicants selected for an interview will be contacted. Please note that candidates who have been selected to move forward to the next stage of the recruitment process will receive an email to complete a short online one-way video interview. Should you have any concerns with completing the video interview, please reach out to Human Resources by responding to the email invitation. No phone calls please.

Please note that the Otipemisiwak Metis Government offices will be closed beginning December 22nd and will re-open January 5, 2026. While we will continue to accept applications during this period, please be aware that we will be contacting candidates upon our return in January.