Facilities Data and Systems Coordinator

How you'll contribute

Drawing Management:
• Maintain campus base drawings and IWMS drawings, ensuring consistency and following established drawing standards.
• Maintain and administer the Facilities Management drawing library, both physical and electronic records.
• Create and populate new space data records for property, buildings and rooms based upon newly renovated space, newly constructed buildings or new acquisition of space.
• Maintain drawing library catalogue and archival processes to preserve historical records and ensure current information is easily accessible.
• Support space management initiatives by providing accurate drawing information for planning, occupancy, and reporting purposes.
• Respond to requests for drawings and facility documentation, following appropriate document control practices. 
• Point of Contact (POC) for drawings and data with the ability to be proactive and resolve data discrepancies.
 
Manage Facilities Management System:
• Administer and maintain the Integrated Workplace Management System (IWMS) in place (Archibus), ensuring data integrity, functionality, and alignment with operational requirements.
• Update IWMS for existing interior space, buildings, facilities, and site documentation. 
  Maintain accurate, complete, and current facility-related data across multiple systems, including VFA, BLIMS, and Cormant.
• Monitor data quality through regular audits, validation, and reconciliation activities, resolving discrepancies in collaboration with system users and stakeholders. 
• Assist with gathering physical asset data in the field as needed to maintain asset management database.
• Calculate space occupancy based on building code as requested.
• Coordinates with Archibus vendor and hosting service to support cohesive implementation and troubleshooting system errors.
• Respond to requests to update and report on existing space drawings and room number assignments.
• Configure and maintain system records related to buildings, spaces, assets, and infrastructure to support operational and strategic decision-making.
 
Training and Reporting: 
• Training of internal and external clients on Archibus software, incorporation of data as required for reporting to third party or internal stakeholders
• Creation of custom views/reports for internal and external stakeholders
• Respond to regular and ad-hoc requests for facility, asset, and space data, presenting information in meaningful formats.
 
Operations, Special Projects and Other Duties: 
• Administer and maintain the Facilities Management SharePoint site.
• Actively participate in Committees.
• Contribute to team planning, process improvement, knowledge sharing, and team-building activities.
 

What you bring

• Certificate or Diploma in Facility Management, Architectural Technology, Engineering Technology, or a related field. Equivalent combination of experience and education may be considered. 
• 3 - 5 years of experience in IWMS administration, Archibus administration, VFA, or other asset management database management. 
• Facilities Management Professional or other facilities related designation is asset.      
• Excellent verbal and written communication skills. 
• Strong data management and organizational skills, with a high level of accuracy and attention to detail.
• Demonstrated ability to take initiative and ownership of assigned processes to ensure effective, efficient, and continuous delivery of results.