The Four Seasons Centre for the Performing Arts (FSCPA) is a 2000-seat + performance venue in the heart of downtown Toronto. The Centre is the home of the Canadian Opera Company and the National Ballet of Canada, and hosts a variety of other events including galas, meetings, corporate functions, film screenings, and social events.
We are now accepting applications for the full-time position of Facility Coordinator, reporting to the Associate Director, Facilities.
WHAT WE OFFER
This Leadership role within the Canadian Opera Company offers several key attributes:
- Competitive Salary and vacation package
- Potential for professional growthand career advancement
- Opportunity to work within a progressive, inclusive and welcoming arts organization
- Employee Assistance Program
- Extended Healthcare coverage
- RRSP contribution plan after one year of service
OVERVIEW
Reporting to the Associate Director, Facilities, this position plays a critical role in ensuring patrons and guests have an exceptional experience when attending performances and special events at the FSCPA. Success requires effective management and development of colleagues, positive vendor/partner relationships, organizational skills and financial aptitude.
This is an in-person position, with limited ability to work remotely and will require some evening and weekend shifts.
This is a safety sensitive position.
KEY RESPONSIBLITIES
Facility Upkeep
- Coordinating day-to-day logistics related to amenities, preventative maintenance, contractors, chattel, and deliveries
- Coordinate and follow up on preventive maintenance, work orders and other operational functions
- Make recommendations to the AD regarding best practices for resolving upkeep-related issues
- Prioritize and propose on work requirements, securing necessary approval for upkeep-related projects from AD; follow up with required items and/or labor necessary to proceed with the approved project
- Ensuring signage and posters around the facility is good repair, and changed as per provided schedule
People Management
- Planning for and leading shift briefings, which support clear direction and expectations to line Facility Stewards.
- Leading on job posting/s, interviewing, onboarding, training, and all related paperwork needed for new colleagues
- Building an environment that prizes mutual respect, pursuit of excellence, and seeking efficiencies with current colleagues
- Scheduling Facility Stewards to ensure proper coverage of/for events, performances and other activities in the building
- Creating work plans, schedules and daily assignments for the Facility Stewards to ensure efficiencies within the department and follow up on assigned work and coaching staff as appropriate.
- Keep organized and up-to-date employee files
Planning
- Attending and conducting weekly meetings with various colleagues, staff groups, and rights/stake holders
- Coordinating with the Facilities team including Facility Stewards, Building Operators, housekeeping staff, and contractors to ensure building is ready for scheduled events and performances.
- Following Event Orders, 28-day, and Client generated documents, to resolve building and setup issues, as well as ensure appropriate resources are planned (people and materials)
- Ensuring that the building is reset as needed between third party events and requirements for major tenants.
- Responding to Colleague, Tenant, Vendor and Client requests in a timely manner
- Inspecting the building for any rental items that did not get picked up and coordinate pick-up
- Reporting any issues with budgets, employees, assets, health and safety and upkeep to AD
Financial Responsibility
- Tracking time off (vacation, sick, bonus, lieu), and overtime incurred by Facility Stewards, as well as all processing of payroll, on time and with a high degree of accuracy.
- Purchasing supplies and equipment as required by the facility, ensuring processing all purchases follow company bookkeeping methods and standards, and set budgets/forecasts.
Safe Workplace
- Working in adherence to all health and safety protocols and ensure direct reports and vendors do as well
- Assisting in developing and maintaining SOPs related to the department
- Assisting and supporting team members with First Aid, Fire, or other incidents/emergencies as outlined in the GetReady Incident Management plan
- Resolving health and safety concerns identified during walkthroughs/from other staff
- Collecting and filing regulatory documents such as Liability Insurance, WSIB, Security licenses TSSA licenses, Occupancy permits
OFFICE MANAGEMENT
- Ensure all administrative planning and related duties are kept organized, concise and efficient.
- Keeping inventory of stock, tracking position within the building, and replacing material as needed to ensure supplies are always on hand, without overstocked.
- Ensuring deliveries are logged properly, waybills collected and filed, and recipient receives their delivery
- Assisting IT with printer issues as needed
- Understand which assets are directly managed by you and your team, as opposed to those managed by the core crew of Production Services.
- Functioning as primary contact for contractors, vendors, staff, and tenants
MAJOR TENANTS
- Coordinating delivery and tracking of tenant specific materials such as food, furniture, programs, brochures, and posters
- Ensuring inventories of programs and brochures are adequate to meet tenant’s expectations – Communicating shortfalls as needed.
- Ensuring any specific client furniture/related setup requirements in the lobby, lounges and dressing rooms are completed as requested, on time.
OTHER
- On occasion, support similar duties at other locations
- Additional duties and task as required