- Salary
- C$65k – C$70k
- Location
- London, ON
- Workplace
- Onsite
- Type
- Full-time
- Department
- Construction
- Source
- PCRecruiter
Description
Role: Building Services Co-ordinator
Department: Property Management
Reports To: Directors of Operations
Location: London, ON area, multi-site (office + frequent site visits)
Status: Full-time
Salary: $65-70K
Position Summary:
The Building Services Coordinator supports building operations across a portfolio by standardizing processes, training Building Managers of building equipment and maintenance process, monitoring compliance and documentation, and coordinating contracted services. This role ensures annual contracts are implemented effectively, schedules are maintained, service levels are tracked, and contractors complete work in accordance with agreed scope, timelines, and quality standards.
Key Responsibilities:
- Develop and maintain training and operations materials for maintenance work, checklists, and templates for consistent building operations.
- Provide onboarding support to new Building Managers and conduct refresher training as needed.
- Audit building systems and documentation (e.g., inspections, contractor logs, asset/service records, recurring schedules, QR Code).
- Identify gaps, trends, and risks, and recommend corrective actions to Operations Manager and leadership.
- Support and follow up on seasonally scheduled maintenance tasks such as inspection of unit heaters, hose bibs, exterior lighting etc.
- Follow up on scheduled/flagged/overdue items and ensure action plans are implemented and documented.
- Support procurement and contract administration processes, including scope confirmation, documentation collection (insurance, WSIB, certifications), and service level tracking.
- Manage the rollout of annual and recurring service contracts (e.g., HVAC, fire/life safety, generators, elevators, irrigation, pest control, window washing, garage maintenance).
o Maintain annual service calendars and ensure scheduled tasks are coordinated with on-site teams and vendors.
o Track contract deliverables, service intervals, and renewal timelines; escalate performance issues or missed visits.
- Attend on-site meetings with contractors/trades to confirm understanding of scope, access requirements, safety protocols, building standards and service delivery expectations.
- Monitor and verify work is being completed to contract scope and quality standards; document deficiencies and coordinate rework where required.
- Act as a liaison between contractors, Building Managers, and Property Managers to address annual maintenance, service, and contractor issues quickly to ensure service continuity.
- Ensure clear internal communication regarding scheduling, disruptions, and service updates.
- Other duties as assigned.
Qualifications and Experience:
- 3–5+ years in property management operations, building services, facilities operations/warranty and contract administration (multi-site experience is an asset).
- Strong knowledge of building systems and recurring maintenance requirements (HVAC, plumbing, electrical, fire/life safety, etc.) and implementing standardized processes.
- Demonstrated experience in training or coaching individuals and teams with strong communications skills.
- Strong ability to audit documentation, track compliance items, and produce clear reports.
- Experience working with vendors/trades and verifying scope, timelines, and quality; experience with contract negotiations and approvals
- Proficiency with MS Office (Excel, Outlook, Teams); experience with property management systems (e.g., Yardi) is an asset.
- Valid driver’s license and ability to travel between sites.
Core Competencies:
- Highly organized; strong scheduling and follow-up discipline
- Quality and customer service-focused with a practical, solutions-oriented approach
- Confident communicator with strong relationship-building skills
- Comfortable holding vendors accountable and documenting outcomes
- Strong attention to detail in auditing, tracking, and reporting
- Able to manage competing priorities across multiple buildings
Working Conditions:
- Combination of office/on site administrative work and frequent on-site visits.
- Occasional work outside of regular schedule to support site access, contractor schedules, or urgent issues; includes being a resource and/or attending on-call emergency situations that
may arise.
Department: Property Management
Reports To: Directors of Operations
Location: London, ON area, multi-site (office + frequent site visits)
Status: Full-time
Salary: $65-70K
Position Summary:
The Building Services Coordinator supports building operations across a portfolio by standardizing processes, training Building Managers of building equipment and maintenance process, monitoring compliance and documentation, and coordinating contracted services. This role ensures annual contracts are implemented effectively, schedules are maintained, service levels are tracked, and contractors complete work in accordance with agreed scope, timelines, and quality standards.
Key Responsibilities:
- Develop and maintain training and operations materials for maintenance work, checklists, and templates for consistent building operations.
- Provide onboarding support to new Building Managers and conduct refresher training as needed.
- Audit building systems and documentation (e.g., inspections, contractor logs, asset/service records, recurring schedules, QR Code).
- Identify gaps, trends, and risks, and recommend corrective actions to Operations Manager and leadership.
- Support and follow up on seasonally scheduled maintenance tasks such as inspection of unit heaters, hose bibs, exterior lighting etc.
- Follow up on scheduled/flagged/overdue items and ensure action plans are implemented and documented.
- Support procurement and contract administration processes, including scope confirmation, documentation collection (insurance, WSIB, certifications), and service level tracking.
- Manage the rollout of annual and recurring service contracts (e.g., HVAC, fire/life safety, generators, elevators, irrigation, pest control, window washing, garage maintenance).
o Maintain annual service calendars and ensure scheduled tasks are coordinated with on-site teams and vendors.
o Track contract deliverables, service intervals, and renewal timelines; escalate performance issues or missed visits.
- Attend on-site meetings with contractors/trades to confirm understanding of scope, access requirements, safety protocols, building standards and service delivery expectations.
- Monitor and verify work is being completed to contract scope and quality standards; document deficiencies and coordinate rework where required.
- Act as a liaison between contractors, Building Managers, and Property Managers to address annual maintenance, service, and contractor issues quickly to ensure service continuity.
- Ensure clear internal communication regarding scheduling, disruptions, and service updates.
- Other duties as assigned.
Qualifications and Experience:
- 3–5+ years in property management operations, building services, facilities operations/warranty and contract administration (multi-site experience is an asset).
- Strong knowledge of building systems and recurring maintenance requirements (HVAC, plumbing, electrical, fire/life safety, etc.) and implementing standardized processes.
- Demonstrated experience in training or coaching individuals and teams with strong communications skills.
- Strong ability to audit documentation, track compliance items, and produce clear reports.
- Experience working with vendors/trades and verifying scope, timelines, and quality; experience with contract negotiations and approvals
- Proficiency with MS Office (Excel, Outlook, Teams); experience with property management systems (e.g., Yardi) is an asset.
- Valid driver’s license and ability to travel between sites.
Core Competencies:
- Highly organized; strong scheduling and follow-up discipline
- Quality and customer service-focused with a practical, solutions-oriented approach
- Confident communicator with strong relationship-building skills
- Comfortable holding vendors accountable and documenting outcomes
- Strong attention to detail in auditing, tracking, and reporting
- Able to manage competing priorities across multiple buildings
Working Conditions:
- Combination of office/on site administrative work and frequent on-site visits.
- Occasional work outside of regular schedule to support site access, contractor schedules, or urgent issues; includes being a resource and/or attending on-call emergency situations that
may arise.
About Harbinger Network Inc:
Harbinger Network Inc. is a Canadian-based firm that serves companies across Canada, a diverse Network of Recruiters, and expertise in over 10 major disciplines. Our mission is to build meaningful careers for Professionals and develop powerhouse teams for all Businesses across Canada. To apply for the position of Building Services Co-Ordinator in confidence, please submit your resume to:
Carolina Diaz, Senior Recruitment Advisor
Contact phone number: (365) 800-3598 (direct line)
Contact email address: [email protected]
To learn more about Harbinger Network visit www.harbingernetwork.ca or contact us at 905-257-9691.
Disclosure:
This posting represents an active and genuine vacancy with one of Harbinger Network’s clients and is not for speculative or pipeline recruitment. Harbinger Network and/or our Clients may use AI-assisted tools to support the screening and evaluation of applications; however, these tools are not intended to replace the Hiring Manager’s judgement or decision-making in the hiring process.
Skills
ExcelComplianceHVACPlumbingCustomer ServiceProcurement
