Capital Assets Coordinator - Toronto, Canada - Victoria University in the University of Toronto

Description

Union (USW Local 1998) Job Opportunity

Infrastructure & Sustainability

Posting Date:
July 12, 2023


Closing Date August 2, 2023


Position Title:
Capital Assets Coordinator


Pay Scale Group:
USW Pay Band 9


Department:
Infrastructure and Sustainability


Salary:
$57,103 - $73,024


Type of Appointment:
Full Time - Continuing

Normal Work Schedule:35 hours a week; Monday to Friday Regular Office Hours; Some overtime work required during weekdays

-
Position Summary:

Under the general direction of the Capital Assets Manager, the Capital Assets Coordinator is responsible for overseeing the management of assets in our organization, ensuring that they are utilized efficiently, sustainably, and in a financially viable way.

The Capital Assets Coordinator will oversee the work of consultants and contractors, coordinate activities, and report any deficiencies or concerns to the Capital Assets Manager.

The Capital Assets Coordinator position is multi-faceted, responsible for assessing project outputs against established quality control standards and Victoria University Design Standards, maintaining and coordinating relationships between strategic internal and external partners.

The Capital Assets Coordinator implements plans and processes to improve administrative workflows and construction project activities.

Additional administrative duties of the position entail generating reports, updating and maintaining database records, writing routine documents and correspondence, reviewing project documentation, filing documentation, disseminating information and analyzing and collating data.

The role also serves as a resource to maintenance and other trades personnel within the Infrastructure & Sustainability department and other internal departments as related to the coordination of logistics and other activities for construction projects.

Responsibilities:

• Supports the planning and execution of capital improvement projects for site assets, in accordance with the Campus Grounds Master Plan, the Strategic Framework, the Ten Year Master and future Capital Plans
• Provides input to asset management plans, policies and procedures with an emphasis on sustainability, accessibility and energy management
• Organizes schedules and logistics of outside consultant and contractors
• Coordinates construction related meetings and plans logistics and necessary activities for events and construction projects with other departments on campus
• Reviews and assesses requirements needed to meet project timelines and communicates project requirements, providing detailed information to the Capital Assets Manager responsible for project oversight and/or other partners as required
• Monitors consultant and contractor compliance with our organization's policies, procedures and design standards and reports anomalies to the Capital Assets Manager
• Coordinates asset management and project management tasks such as annual capital projects planning, inspections and other construction activities with other University staff
• Participates in the development of budgets and forecasts for asset management and annual capital projects
• Collaborates with internal and external partners to ensure the successful implementation of asset management initiatives and capital projects
• Tracks, collects, collates and verifies accuracy of information related to project progress before disseminating it and related project documentation to others
• Prepares, reviews and manages project correspondence and reviews and provides feedback on construction drawings
• Completes assigned tasks according to production schedules and project plans
• Maintains strong relationships with internal and external partners of strategic importance throughout the lifecycle of constructions projects
• Confirms to Capital Assets Manager that appropriate project approvals are inplace at various milestones of construction project management
• Informs Capital Assets Manager of impending deadlines or concerns related to construction projects
• Resolves problems within the scope of construction projects and escalates concerns as required
• Generates reports, updates databases, prepares meeting agendas and other routine written correspondence
• Gathers information in preparation for planning reports
• Organizes, collates and analyzes data (BCA, FCI) for various reports and takes necessary actions to correct errors
• Maintains information on digital platforms and/or printed materials
• Responsible for records management of both paper and digital records; digitizing records where possible and managing records archival processes
• Manages financial administration for capital projects: monitoring accounts, providing input to cost estimates, makes minor purchases with manager approval
• Consults with, and obtain approval from, the Manager, to order, purchase or rent equipment or other materials needed in the course of a construction project
• Maintains up to date