Job Title: Coordinator, Facilities & Operations
Term: Full-time, Indefinite (40 hours/week)
Department: Operations
Reports to: Senior Manager, Operations
Location: Toronto, ON
Expected Salary Range: $55,000 – $65,000 annually
Position Overview
The Coordinator, Facilities & Operations plays a key role in supporting the day-to-day operations, facilities management, and campus services for International Business University (IBU) and Vega Academy. This position is responsible for ensuring the efficient functioning of facilities across multiple campuses and offices through maintenance coordination, vendor management, building systems oversight, space utilization planning, and facilities-related project support.
Working closely with internal departments and external service providers, the Coordinator provides technical, administrative, and operational support to maintain facility performance, operational continuity, and compliance with applicable regulations and standards. The role supports the planning and execution of facility improvement projects, coordinates contractors and vendors, and contributes to a safe, professional, and welcoming environment for students, faculty, staff, and visitors.
While the primary focus of the position is facilities management and operational project coordination, the Coordinator also provides occasional support for institutional events and may assist in coordinating student workers as required to support departmental operations.
This position serves as a critical role in maintaining operational consistency, supporting facilities projects and ensuring high standards of facility performance and customer service throughout the organization.
Key Responsible Areas
Facilities Management & Campus Operations
Coordinate day-to-day facilities operations, monitor maintenance requests, and conduct routine inspections to ensure campus buildings, equipment, and common areas remain safe, functional, and well maintained.
Coordinate preventative and corrective maintenance and liaise with vendors, contractors, and building management regarding building systems, including HVAC, plumbing, BAS, fire alarm, life safety, security, and elevators.
Perform general facilities upkeep and hands-on tasks, including furniture assembly, disassembly, moving and rearranging furniture and equipment, and minor repairs within the scope of the role.
Project Coordination & Operational Improvements
Support facilities improvement projects, repairs, and operational initiatives by coordinating schedules, service requests, site access, and communication with internal stakeholders and external service providers.
Coordinate procurement activities, purchase orders, inventory, and operational supplies in accordance with institutional policies and approved procedures.
Monitor contractor and vendor performance, follow up on outstanding work, and identify opportunities to improve facilities operations and minimize service disruptions.
Health, Safety & Compliance
Support compliance with institutional policies and applicable health and safety requirements, building regulations, fire safety standards, and established operational procedures.
Respond promptly to urgent facilities issues and emergencies, including leaks, flooding, equipment failures, fire and life safety concerns, and other building-related disruptions; coordinate appropriate action and escalate issues to building management, qualified service providers, or emergency services as required.
Conduct and document facilities inspections, report hazards and incidents, support emergency preparedness activities, and follow up on corrective actions to help maintain a safe campus environment.
Administrative Support (Secondary Responsibilities)
Maintain accurate facilities records, maintenance logs, work orders, inspection reports, service agreements, and incident documentation.
Communicate facilities updates, maintenance requirements, service interruptions, and outstanding issues to relevant…