Asset Management Coordinator

Job Summary

Interested in being part of the conversation on how we maintain our buildings and address our aging infrastructure needs? Reporting to the Supervisor, Asset Management Planning, the Asset Management Coordinator will be part of a highly collaborative asset management team and participate in the planning and decision-making process to manage the facilities' portfolio including VFA database management, capital budget evaluation, forecast and project validation.

Duties and Responsibilities

The role acts as a leader and Subject Matter Expert responsible for assigned portfolio Management (i.e. Architectural/Structural/ Building Envelope, Electrical, Mechanical, Site Renewal). This role is responsible for a detailed review of all building assets across all client groups within the City, collaborates with stakeholders, and develops, implements, and interprets the scope of requirements for all Capital improvement projects.

• Reporting to the Supervisor, Asset Management Planning, the successful candidate will:
• Project manage and contract manage for external consulting services to complete various types of projects including facilities condition assessments, feasibility studies and complete technical reports as required.
• Analyze building condition assessments and inventory updates and make recommendations for improved data management and reporting.
• Manage, update and maintain the capital planning database management software (VFA) to ensure accuracy of data and alignment with maintenance software (Infor).
• Support the analysis of the annual capital budget and long-term forecasting.
• Support the analysis of strategic lifecycle capital redevelopment plans.
• Conduct validations of capital lifecycle and capital emergency service requests from internal client groups as well as the asset management system (VFA) generated lifecycle renewal/replacement requirements to determine necessity, solution, and lifecycle renewal costs.
• Assist with the due diligence process and feasibility for capital initiatives.
• Will be responsible for establishing and implementing facility reporting based on inventory information to assist and support various sections within F&PM.
• Identify and evaluate cost efficiencies and value creation opportunities.
• Review and coordinate the approval and assignment of funding for the capital emergency and capital lifecycle inspection accounts.
• Support the development of KPIs to measure and improve the levels of service for all the buildings in the portfolio.

Skills and Qualifications

• University degree in mechanical, electrical, structural, Architectural or Building Science engineering and a professional designation from the Ontario Association of Architects (OAA) Certificate of Practice or a P.Eng designation from Professional Engineers Ontario.
• Project Management Professional (PMP) Designation in good standing and/or IAM (Institute of Asset Management) Diploma in Asset Management Planning are an asset.
• Experience in the coordination of facility capital budgets and forecasts.
• Experience with VFA. Facility software is required.
• Familiarity with B.O.M.I. (Building Owners and Managers Institute) life cycle standards or some equivalent measure and working knowledge of building systems.
• Familiarity with property and building component values and capital costing.
• Demonstrated ability to identify strategic issues and recommend long-term solutions.
• Detail-oriented and exceptional planning and organization skills for managing multiple workloads and work schedules.
• Strong public relations skills to build partnerships and collaborative relationships with people both inside and outside the organization.
• Proficiency with MS Office Suite.
• Must have a valid driver's license and access to a vehicle.
• Experience in developing capital projects scope, budget and schedule.