Facilities Coordinator at YWCA Toronto

Toronto, Ontario, Canada -

Full Time

Start Date

Immediate

Expiry Date

02 Oct, 26

Salary

61479.0

Posted On

04 Jul, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Facilities Administration, Property Management, Project Coordination, CMMS Administration, Procurement, Vendor Management, Budgeting, Scheduling, Customer Service, Interpersonal Communication, Time Management, Microsoft Excel, GP Dynamics, MaintainX, Administrative Support, Asset Planning

Industry

Civic and Social Organizations

Description

Employment Type: Full-Time, Permanent Work Hours: 35 hours per week (Monday-Friday 9am to 5pm; one evening per month for Asset Management Committee; Participates in the after-hours on-call rotation for the Property Services Department) Salary: $61,479 annually (L7), plus comprehensive benefits Location: Toronto, Ontario Internal Application Deadline: Monday, July 13, 2026 External Application Deadline: Wednesday, July 15, 2026 JOIN OUR TEAM Join YWCA Toronto, where intersectional feminism, community voices, and social justice drive lasting change. We welcome women and gender diverse people of all identities into a workplace rooted in equity, collaboration, and inclusion. The Facilities Co-ordinator is responsible for providing administrative support to the Director of Property Services & Asset Management, and works with the Facility Managers on CMMS System and procurement. The position is responsible for multiple housing and shelter properties as well as commercial properties at Elm. ABOUT YWCA TORONTO- ELM CENTRE YWCA Elm Centre includes 300 units of permanent housing for three different resident groups: 165 units of affordable rental units for women and gender diverse people, 50 units for women and gender diverse people, women-led families and gender diverse-led families of Indigenous descent (including 10 women-led and gender diverse-led families fleeing violence) and 85 units for women and gender diverse people who are experiencing significant mental health challenges or concurrent mental health/addictions disorders. The program will provide services to the entire residential community, with a dual focus on community building and individualized supports. KEY RESPONSIBILITIES Acts as the key contact and liaison between Property Services and internal departments to identify issues, build processes, and provide communications in a timely and professional manner; Acts as key Property Service contact for tenants & residents by monitoring and answering phone & emails, directing requests to the relevant Manager, and following up where required; Maintains key administrative documents for the Property Services Managers such as elevator, boiler & pressure vessel licenses, fire & life safety, and electrical safety certificates; Acts as key Property Services project lead for the ongoing implementation, monitoring, administration, training & support of the CMMS; Assists the Property Services Managers with the project coordination of small capital and operational projects at all properties; Assists the Property Services Manager by acting as point of contact for vendors to describe project scopes of work and obtain quotes, provide purchase orders, and communicate timelines; Creates and maintains Property Services staff schedules for all buildings and assist Managers with booking, coordinating and communicating relief staff schedules; Coordinates office equipment maintenance, repairs, inventory and purchasing for Property Services with approval from the Director; Acts as back up to the Business Administrator for the inputting, processing and maintaining of Property Services vendor invoices in the Finance Management System; Schedules regular visits to all sites to provide support to Property Services Managers during unit inspections, site inspections, meeting with contractors, project management onsite coordination and inter-department meetings; Participates in the after-hours on-call rotation for the Property Services Department to provide phone support on evenings and weekends according to the schedule. QUALIFICATIONS In-depth knowledge in Facilities Administration, Property Management Administration, Business Administration or Project Administrator normally acquired through the completion of a specialized program and/or university degree. (Cases for Equivalency will be considered); Experience completing small scale construction or operational projects; Certificate in facility, property or project management is an asset; Experience in a non-profit or social housing environment is an asset; Knowledge of property or facilities management principles including working understanding of preventative maintenance and asset planning; 5 to 7 years directly related work experience; Advanced computer competence in word processing, excel spreadsheets and accounting software (GP dynamics); Comprehensive understanding and experience working with Computerized Maintenance Management Software (CMMS) systems (MaintainX); Ability to adapt to and learn emerging technologies; Excellent organizational, administrative and written and oral communications skills; Must be able to work in a multi-task, deadline-oriented environment; Ability to interact with a range of people within a multicultural, crisis environment; Excellent customer service and interpersonal skills with demonstrated tact and diplomacy; Effective time management skills to prioritize workload and complete work in a timely manner. Please note: A vulnerable sector police reference check is required by the successful candidate prior to hiring. YWCA Toronto is a unionized workplace. Staff are represented by CUPE Local 2189. This position is within the Bargaining Unit. Please indicate on your cover letter if you are an internal candidate. For internal applicants, this position is not secondable. Posting Date: July 3, 2026 YWCA Toronto transforms lives. As the city’s largest multi-service women’s organization, we help women and gender diverse people escape violence, move out of poverty and access safe, affordable housing. We work tenaciously to break down barriers that hold women and gender diverse people back from achieving equality. Vaccination Policy: In accordance with YWCA Toronto’s COVID-19 Vaccination Policy, all YWCA Toronto employees, students and volunteers are strongly encouraged to obtain all COVID-19 vaccinations and booster doses as recommended by Toronto Public Health Please note: A vulnerable sector police reference check is required by the successful candidate before hiring. YWCA Toronto promotes the principles of anti-oppression and adheres to the tenets of the Ontario Human Rights Code. We encourage applications from women and gender-diverse people of all races, ethnic origins, religions, abilities and sexual orientations. YWCA Toronto provides accommodation during all parts of the hiring process, upon request, to applicants with disabilities. If contacted, please advise us if you require any accommodation. While we thank all candidates for their interest, only those selected for an interview will be contacted. YWCA Toronto may use AI-supported tools to assist with parts of the recruitment process; all hiring decisions are made by people and guided by our commitment to equity and fairness. YWCA Toronto is a Scent-Sensitive Workplace.

Responsibilities

Provides administrative support to the Director of Property Services and manages the CMMS system and procurement for housing and commercial properties. Acts as the primary liaison between Property Services, internal departments, tenants, and external vendors.