The Facility Coordinator – Construction & Retrofits supports the planning, coordination, and execution of construction, renovation, and retrofit projects across the organization’s facilities. This role ensures that all project activities are delivered safely, on time, within scope, and in alignment with operational requirements. The coordinator acts as a liaison between internal stakeholders, contractors, vendors, and facility users to maintain continuity of operations during project work. This role involves travel to various locations.

MAIN DUTIES AND RESPONSIBILITIES

This role will include a variety of tasks including the following:

Project Coordination

- Planning and scheduling construction, renovation, and retrofit activities.

- Coordinate site access, permits, inspections, and compliance documentation.

- Track and report on project milestones, deliverables, and timelines.

- Support procurement of materials, equipment, and contractor services.

- Support the development of quotations

- Maintain accurate project files, drawings, change orders, and close out documents.

On Site Support & Oversight

- On site supervision of construction activities

- Conduct routine site walkthroughs to monitor progress, safety, and quality.

- Report deviations, risks, and issues to the Project Manager or Facilities Lead.

- Ensure contractors/tradesmen follow site rules, safety protocols, and environmental standards.

- Coordinate relocations, and temporary arrangements to minimize operational disruption.

- Documentation & Reporting

- Prepare weekly progress updates, status reports, and issue logs.

- Ensure as built drawings, asset information, and warranty documentation are up to date.

- Track budgets, invoices, and cost variations for review and approval.

- Support the development of project schedules, scopes of work, and tender documents.

Stakeholder Communication

- Serve as the primary point of contact for facility users during construction activities.

- Communicate project impacts, timelines, and safety notices.

- Coordinate meetings, site briefings, and contractor onboarding.

- Support change management and user readiness for renovated spaces.

Facility Operations Support

- Assist with space planning, furniture installations, and equipment moves.

- Coordinate preventive maintenance and repairs related to new installations.

- Ensure new systems and assets are integrated into facility management programs.

- Support post occupancy evaluations and continuous improvement efforts.

QUALIFICATIONS AND EXPERIENCE

Essential:

- Diploma or degree in Construction Management, Facilities Management, Civil Engineering,  or related field.

- 2–5 years’ experience in construction coordination, facility operations, or project support roles.

- Knowledge of building systems (HVAC, electrical, plumbing, fire safety).

- Familiarity with construction drawings, specifications, and project management tools.

- Understanding of safety regulations, building codes, and permit processes.

Desirable:

• Experience in Facility Management Environment

COMPETENCIES

• Strong organizational and multitasking abilities.

• Excellent communication and stakeholder management skills.

• Ability to interpret technical drawings and contractor documentation.

• Proficiency in MS Office, project management software, and digital collaboration tools.

• Problem solving mindset with attention to detail.

• Ability to work in active construction environments.

Conditions

• Combination of office and on site work.

• Requires use of PPE and adherence to safety protocols.

• May involve after hours or weekend as dictated by the project schedule.