Capital Projects Coordinator-Facilities

General

Reporting to the Facilities & Energy Manager, the Capital Projects Coordinator-Facilities is responsible for planning, coordinating, and delivering facility maintenance and infrastructure projects for the Town of Edson. The role ensures projects are completed on time, within budget, and in compliance with standards and regulations while acting as a key liaison between internal teams, contractors, and consultants.

Business Units

• Facility Maintenance Planning
• Facility Lifecycle Project Management

Primary Responsibilities and Authority

Department Operations

• The primary objective of this position is to complete contractor procurement and assist with facility project management.
• Provides oversight for multiple projects, including consultant/contractor supervision, contract administration, project scheduling, cost management, and budget tracking.
• Coordinate and oversee the design, tender and construction of facility and maintenance projects related to Town facilities.
• Assists the Facilities & Energy Manager in assessing, evaluating and incorporating technical requirements to make informed decisions regarding facility construction procurement.
• Manage assigned contracts for qualified consultants/contractors, including establishing the templates and procedures for procurement of the consultants and contractors.
• Perform a range of project management work, including design review, document preparation, specifications, contract administration, cost estimates, procurement recommendations, procuring facility operation and maintenance manuals, scheduling and project assessments.
• Conduct regular site inspections to monitor construction progress, compliance with project specifications, safety standards, and local regulations.
• Maintain accurate records of daily activities, inspections, and project milestones. Prepare and submit reports on project status and any issues encountered.
• Ensure that all materials and workmanship meet the required standards. Identify and report any deficiencies or non-compliance.
• Review and assess change orders and requests for information (RFIs) from contractors. Ensure that all necessary documentation and approvals are obtained.
• Assists the Facilities & Energy Manager in developing the required contractual documents, templates and procedures for procurement to ensure consistency throughout the organization.
• Assume the Acting Facilities & Energy Manager role as required.
• Ensure that contractors provide all Operation and Maintenance manuals that apply to the contracted scope of work.
• Assist the Town in achieving higher performance through the implementation of the yearly facility lifecycle upgrades and replacement projects.
• Provide general technical support to the Facilities & Energy Manager and other municipal departments as needed.
• Promotes a high standard of customer service to the public as well as to all internal customers.
• Perform additional related duties as assigned by the Facilities & Energy Manager.

 Human Resources, Team Management, and Leadership

• Foster a team environment which inspires hard work, dedication, collaboration, and fun, supporting a positive organizational culture.
• Responsible for maintaining a working environment which includes integrity, trust and respect in accordance with Town policies.

 Financial and Budgetary

• Ensure that all Department procurement is completed in accordance with the approved budget, Town policies, procurement standards and other regulatory requirements.

• Collaborate with the Facilities & Energy Manager, following the facility lifecycle plan and recommending expenditures for replacement/rehabilitation of Town facilities based on the facility maintenance reports.
• Review of change of orders, contracts, and agreements. To provide recommendations and request approval from the Facilities & Energy Manager.

 Health and Safety

• Comply with all health and safety practices as it relates to the work, standard operating guidelines and the Occupational Health and Safety Act.
• Actively participate in Formal Workplace Inspections in area of responsibility.
• Review pertinent Hazard Identification, Assessment and Control worksheets on an annual basis as required by the Municipal Health and Safety Program.
• Participate in training and ensure being adequately trained and competent to perform the work.
• Ensure that all Safe Work Practices and Procedures are followed.
• Act upon all reports of any unsafe conditions, potential work hazards or incidents.
• Ensure the protective equipment, devices or clothing are maintained in good working order and used correctly.
• Advise the Facilities & Energy Manager of all observed Health and Safety concerns.

Corporate/Administration

• Understanding the role within adopted policies, procedures and bylaws and ensuring they are followed in decision-making and in the delivery of services.
• Ongoing management of policies and bylaws under the responsibility of the Infrastructure Department.
• Prepare and present reports for the project’s progress to the Manager as required.
• Assume roles in the Town’s Emergency Management System in response to local and regional emergencies as required.
• Respect and uphold organizational and staff confidentiality.

Public Relations

• Implement communication protocols for projects and services to ensure timely messaging to citizens.
• Respond to the public’s concerns and complaints in a timely and tactful manner, and in accordance with Town policies and bylaws.