Facilities Coordinator

FACILITIES COORDINATOR

Corporate Services

One (1) Non-Unionized, Permanent Full-Time Position

Monday-Friday 9:00am-05:00pm

Compensation: $27.08/hour

About Cota

Cota is an accredited not-for-profit organization that has been providing community-based support to people living with mental health and cognitive challenges for over 50 years. At present, our wide array of services delivers much needed support to over 4,000 people/year who live with mental health challenges, psychogeriatric mental health conditions, acquired brain injuries, developmental disabilities, dual diagnoses and/or the experience of homelessness. These services include, but are not limited to, case management, supportive housing and adult day program services. A full listing of our services can be viewed on our website at https://cotainspires.ca/

Cota is presently seeking a dynamic and innovative individual to join our amazing team in the capacity of the role outlined within this posting. Followed by our mission to support individuals with mental health and cognitive challenges to live well within their communities, we strive toward a vision of a supportive, inclusive society where everyone has the opportunity to thrive. If you feel you have the skills and qualifications to perform the duties of this role while consistently exemplifying Cota's values Hope, Respect, Dedication, Equity, Accountability, Collaboration and Innovation, we would love to hear from you.

Role Overview

The Facilities Coordinator plays a key role in supporting the effective operation, maintenance, and safety of organizational facilities, including multiple leased locations. This position coordinates day-to-day facility activities, liaises with landlords and building management, manages service requests, and ensures compliance with health and safety standards. The role acts as a central point of contact for staff, vendors, and property managers to maintain secure, functional, and well-operated spaces.

Primary Responsibilities:

The Facilities Coordinator’s primary duties may involve, but not necessarily be limited to:

Facilities Operations & Maintenance:

• Respond to and coordinate facilities service requests across leased and owned properties
• Coordinate routine and urgent maintenance, repairs, and building system troubleshooting
• Conduct regular site walkthroughs to ensure spaces meet cleanliness, safety, and service standards
• Maintain documentation and tracking for inspections, maintenance, compliance and preventative schedules

Landlord & Property Management Coordination:

• Act as primary contact with landlords and property managers for facility-related issues
• Monitor landlord performance regarding lease obligations (e.g., HVAC, building repairs, cleaning, utilities)
• Submit and follow up on work requests through landlord service portals
• Support lease compliance requirements including access requests, insurance documentation, and scheduled inspections

Vendor & Contract Support:

• Liaise with external vendors and contractors for maintenance, cleaning, security, and other services
• Assist in scheduling, monitoring, and verifying completion of contracted work
• Maintain accurate records of vendor performance and service agreements

Health, Safety & Compliance:

• Support adherence to workplace health and safety requirements, including maintaining records, manuals, and signage
• Assist with emergency preparedness programs, including fire safety equipment inspections and evacuation plans
• Coordinate safety initiatives such as fire drills, training, signage, and incident remediation
• Identify and report hazards and ensure timely corrective action

Space & Asset Management:

• Support office moves, reconfigurations, and furniture installation
• Maintain inventory of furnishings, equipment, access keys, and cards

• Support access card administration (keys, fobs, card access) and facility security protocols

Administrative & Financial:

• Track facilities expenses, process purchase orders, and reconcile invoices
• Maintain facility documentation including maintenance logs, warranty records, and permits
• Assist in preparing and submitting facility-related claims, forms, and applications (e.g. property tax rebate claims, Municipal or regulatory licensing renewals, etc.)
• Provide support in preparing budgets and capital planning input

Other Responsibilities:

• Maintains current certification and/or up-to-date training in identified “Required Training” areas
• Adheres to all COTA Health’s policies and procedures and follows established applicable program guidelines, procedures and practices
• Adheres to all applicable legislation, particularly the Ontario Human Rights Code
• Comply with all Health and Safety policies and procedures to ensure every reasonable precaution is taken for the protection of workers and clients and that health and safety concerns or incidents are responded to promptly
• Works cooperatively, respectfully and constructively with clients, Team members, management, other service providers, and external stakeholders
• Ensure that the confidentiality of clients, employees and COTA information is always maintained
• Undertakes other related and/or delegated duties, as assigned

Qualifications:

Education: 

• Diploma or certification in Facilities Management, Building Operations, Business Administration, or related field preferred

 Experience:

• 3+ years experience in facilities coordination, office administration, property maintenance, or related function
• Experience in multi-site coordination is an asset

 Knowledge & Skills: 

• Strong organizational and time-management skills with the ability to prioritize competing deadlines
• Excellent interpersonal and communication skills; customer-service mindset
• Ability to troubleshoot, assess issues, and coordinate solutions effectively
• Proficient in MS Office Suite
• Knowledge of occupational health & safety regulations preferred

Other:

• Valid driver’s license and ability to travel to multiple locations as required
• May require occasional lifting/moving of equipment or furniture
• Some on-call response may be required for urgent facility issues

Benefits:

Upon successful completion of a three-month period of employment, permanent full-time and permanent part-time staff working more than 20 hours per week as well as temporary full-time (with a contract for at least 1 year) and temporary part-time staff (with a contract for at least 1 year and working more than 20 hours per week) will be eligible for employer-paid group insurance benefits. These employer-paid benefits will include: 

• Extended health care.
  
• Life insurance.
  
• Accidental death and dismemberment insurance.
  
• Dental care.
  
• Travel assistance.
  
• Vision care.

Permanent full-time and permanent part-time staff working more than 20 hours per week are also required to enroll in employee-paid long-term disability coverage.

Application Details:

Please complete the application below before December 11, 2025 at 4:00pm.

Cota is deeply committed to promoting diversity, advancing equity and fostering a culture of inclusion. We are respectful of each individual's dignity, unique experience, potential and protected rights under the Ontario Human Rights Code. As an equal opportunity employer, we are dedicated to ensuring our workforce reflects the diversity of the communities that we serve.

Additional Information:

Interview Process: Cota may choose to conduct parts/all of the hiring process virtually. Please note that as part of maintaining an agile workforce, all Cota staff may be required to be reasonably reassigned to support the operational needs of our essential services.

Screening Process: Please note that Cota uses AI to screen potential applicants for all roles.

We would like to thank all those that apply; however, due to high volumes of interest, only those selected for an interview will be contacted. 

Thank you, Cota's HR Department.

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Hope, Respect, Dedication, Equity, Accountability, Collaboration, and Innovation are key values of Cota. We are dedicated to promoting a diverse and inclusive workplace, upholding dignity, and acknowledging each person's individual contributions and potential as an equal-opportunity employer. We uphold the Ontario Human Right Code and strongly encourage applications from people of color, women, Indigenous Peoples, people with disabilities, LGBTQ2S+ people, and others who provide various viewpoints. Cota ensures an accessible hiring process in line with the AODA principles, providing accommodations for applicants with disabilities. For any accommodation requests, please contact hr_recruitment@cotainspires.ca