Facilities Coordinator

Employment Type: Full-Time, Permanent
Position Status: Vacant
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
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 implementing MaintainX Computerized Maintenance and Management Software across all properties & maintenance teams in the Property Services portfolio. The position also provides administrative support to the department, and works with the Facility Managers to support multiple housing and shelter properties as well as commercial properties.

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 key Property Services project lead for the ongoing implementation, monitoring, training & support of the CMMS;
• Liaises with Property Services Managers to support implementation of the CMMS in each building portfolio through design, training and ongoing support;
• Liaises with CMMS supplier to maintain current technical knowledge and awareness of updated features and acts as key point of contact for technical issues & upgrades;
• Maintains approved contractor lists, alarm and elevator contact information for all YWCA buildings and other Property Services data in the shared drive and CMMS where applicable;
• Assists the Property Services Managers by acting as point of contact for vendors to describe project scopes of work and obtain quotes, provide purchase orders, and communicate timelines;
• Coordinates all purchasing activities which include; weekly preparation of invoices for approval, purchase orders, and discrepancies;
• Maintains key administrative documents for the Property Services Managers such as elevator, boiler & pressure vessel licenses, fire & life safety, and electrical safety certificates;
• Provides support to the Property Services Managers & Business Administrator in the preparation of budgets;
• Provides support to the Property Services Managers in the preparation of financial and narrative reports for funders;
• 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;
• Creates and maintains Property Services staff schedules for all buildings.

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);
• 5 to 7 years directly related work experience;
• Comprehensive understanding and experience working with Computerized Maintenance Management Software (CMMS) systems is essential. Specific experience of MaintainX is an asset;
• Experience leading the implementation of a CMMS or other software tool is essential;
• Experience of delivering software & hardware training to diverse user groups, from beginners to advanced users, tailoring content to individual learning needs.
• Experience of providing technical troubleshooting, auditing of system data, processes, and user compliance within a CMMS system is essential.
• Experience completing small scale construction project plan 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;
• Advanced computer competence in word processing, excel spreadsheets and accounting software (GP dynamics);
• 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.

WHAT WE OFFER:

• Comprehensive Medical, Vision, and Dental Coverage
• Life Insurance and Long-Term Disability Benefit
• Multi-Sector Pension Plan: Employer’s contribution of 5.75% and Employee Contribution of 3.25%
• Time off: Starts with 20 Vacation Days, 1.5 Days Per Month Sick Leave, 12 Paid Holidays, Health Promotional Days and 4 Float Days
• Other Benefits: Child Care Benefits, Maternity/Parental Leave Supplementary Employment Benefits, Educational/Sabbatical Leave, and Financial Assistance for Professional Development.

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: October 08, 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.