9217BR - Building Service Advisor II

Halifax Regional Municipality is inviting applications for two (2), temporary full-time (up to 18 months) positions of Building Service Advisor II with the Facility Maintenance and Operations division of Property, Fleet & Environment.

Halifax Regional Municipality (HRM) is committed to reflecting the community it serves and recognizing Diversity and Inclusion as one of the Municipality's core values. We have an Employment Equity Policy and we welcome applications from African Nova Scotians and Other Racially Visible Persons, Women in occupations or positions where they are underrepresented in the workforce, Indigenous/Aboriginal People, Persons with Disabilities and 2SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application.

Reporting to the Works Control Supervisor, the Building Service Advisor II prioritizes, organizes and schedules preventative and corrective facility maintenance activities. This position receives requests and coordinates service calls pertaining to over 200 HRM-owned facilities and various leased properties. The Service Advisor is also a subject matter expert in the use of the Computer Maintenance Management System needed to optimize maintenance scheduling, and ensures equipment management for HRM-owned and occupied, leased out, and board-run HRM properties.

The Building Service Advisor II assists with the effective and efficient operation of Facility Maintenance Service centres. As a member of a current team of five Service Advisors, the position is part of a team environment responsible for establishing initial work order priority levels and actioning any emergency requests through communication with supervisors, trade staff and contractors.

DUTIES AND RESPONSIBILITIES:

• Records and tracks all pertinent service calls and maintenance information through the computerized work order system (City Works/CMMS)
• Receives verbal, email and phone requests for emergency and planned maintenance calls, generates work orders and prepares related documentation
• Establishes initial work order priority levels for Operations Support, HRM-funded facilities, community FOAs (Facility Operating Agreements) and actions any emergency requests for leased properties communicating with trade staff and external contractors
• Assists in acquisition issues, warranty issues, disposal issues and capital funded projects
• Determines applicable service providers and initiates the response process
• Ensures all work related to work orders is charged to appropriate cost centre in SAP, i.e., labour costs, material costs, equipment costs, contractor costs and unit of work completed preventing negative implications on assigned budgets
• Creates and manages master data records using lifecycle asset management
• Reviewing outstanding work orders, historical and service documents for review and use by management and external providers using SAP PM (Planned Maintenance, RE (Real Estate) and various databases for facility inventory
• Receives and directs inspection reports to Fire Services and Corporate Security as required, meeting the National Fire Code of Canada (NFCC) and others
• Customer service follow-up of work in progress; completed and cancelled requests
• Plans and coordinates equipment data records and manage service equipment plans
• Generates work orders for internal technicians and vendors
• Provides operational support for events and projects located within the Municipality, i.e. setting up work orders for cleaning and extra maintenance for special events
• Designs and maintains process documentation associated with service delivery, i.e., costing reports for cleaning products. Generates and completes utility tracking and service hook-up and disconnections for buildings
• Generates real estate expenditure reports for each facility for budgetary analysis, preventative maintenance module and real estate module
• Manages the electronic Facility File Library which outlines all compliance and life safety information

QUALIFICATIONS

Education & Experience:

• A post-secondary certificate or diploma in business administration or real property management, including minimum Grade 12 or GED
• Three years' experience in a computerized office environment with proficiencies in current versions of SAP or asset management software, City Works
• Two years' experience in database management and reporting, ideally with a computerized facility maintenance management system or similar system
• Three years' proven experience working in an environment related to building system maintenance and operation (e.g., HVAC, Plumbing, Electrical, Structural, etc.)
• An equivalent combination of education and experience may be considered.

Technical/Job Specific Knowledge and Abilities:

• Knowledge of municipal government processes and procedures. Knowledge of Halifax Regional Municipality as a geographical area
• Knowledge of technical trades and prioritizing/planning work requests and scheduling
• General knowledge of building systems and operations (e.g., HVAC, Plumbing, Electrical, Structural, etc.)
• General knowledge of preventative maintenance and asset management practice and procedures
• Ability to work collaboratively and communicate with Trades Supervisors, Trades Superintendent, and Property Management team, Corporate Security Team, Procurement Service Representatives and Project Managers
• Demonstrated ability to perform general office procedures
• Must have a good attendance record
• Accurate, timely keyboarding and spread sheet skills

Security Clearance Requirements: Applicants may be required to complete an employment security screening check.

Please note - Testing may be conducted as a component of the selection process to assess technical and job specific knowledge. Candidates, who are selected for testing, may be tested in a group setting, scheduled at the employer's discretion.

COMPETENCIES: Analytical Thinking, Communications, Customer Service, Decision Making, Organization/Planning, Teamwork and Cooperation (including Achievement Motivation, Flexibility, and Initiative), Value and Ethics, Valuing Diversity

WORK STATUS: Term full-time (up to 18 months)
HOURS OF WORK: Monday - Friday, 8:00a.m. - 4:00p.m, 35 hours/week
SALARY: NSGEU local 222, Level 7, $36.14/hour
WORK LOCATION: 375 Cowie Hill Rd, Halifax
CLOSING DATE: Applications will be received up to 11:59pm on September 30, 2024

This is a bargaining unit position. External applicants will only be considered if there are no qualified bargaining unit candidates.

Please note - We thank all applicants for their interest in this position. Only those applicants selected for interview/testing will be contacted.

During the recruitment process, applicants have the right to request an accommodation. Applicants invited to participate in an assessment process (such as an interview or testing) and who require accommodation, should discuss their needs with the Recruiter when invited to the assessment process.