Facilities Data and Systems Coordinator

The Opportunity

Job classification: A5157 - Technologist III

# of positions: 2

Salary range: $63,995.75 - $83,109.65

Placement within the range is typically based upon a review of skills, experience, and internal equity.

Hours per week: 36.25

Paid leave: 3 weeks vacation per year

Deadline to apply: 4:00PM, October 5, 2026

The Facilities Data and Systems Coordinator is responsible for maintaining the accuracy and integrity of facilities drawings, space records, and facilities management systems.

The role administers the Integrated Workplace Management System (IWMS), manages facility and space data across multiple platforms, and ensuring accurate documentation to support campus planning, operations, and strategic decision-making.

How you'll contribute

Drawing Management:

• Maintain campus base drawings and IWMS drawings, ensuring consistency and following established drawing standards.
• Maintain and administer the Facilities Management drawing library, both physical and electronic records.
• Create and populate new space data records for property, buildings and rooms based upon newly renovated space, newly constructed buildings or new acquisition of space.
• Maintain drawing library catalogue and archival processes to preserve historical records and ensure current information is easily accessible.
• Support space management initiatives by providing accurate drawing information for planning, occupancy, and reporting purposes.
• Respond to requests for drawings and facility documentation, following appropriate document control practices.
• Point of Contact (POC) for drawings and data with the ability to be proactive and resolve data discrepancies.

Manage Facilities Management System:

• Administer and maintain the Integrated Workplace Management System (IWMS) in place (Archibus), ensuring data integrity, functionality, and alignment with operational requirements.
• Update IWMS for existing interior space, buildings, facilities, and site documentation.

  Maintain accurate, complete, and current facility-related data across multiple systems, including VFA, BLIMS, and Cormant.

• Monitor data quality through regular audits, validation, and reconciliation activities, resolving discrepancies in collaboration with system users and stakeholders.
• Assist with gathering physical asset data in the field as needed to maintain asset management database.
• Calculate space occupancy based on building code as requested.
• Coordinates with Archibus vendor and hosting service to support cohesive implementation and troubleshooting system errors.
• Respond to requests to update and report on existing space drawings and room number assignments.
• Configure and maintain system records related to buildings, spaces, assets, and infrastructure to support operational and strategic decision-making.

Training and Reporting:

• Training of internal and external clients on Archibus software, incorporation of data as required for reporting to third party or internal stakeholders
• Creation of custom views/reports for internal and external stakeholders
• Respond to regular and ad-hoc requests for facility, asset, and space data, presenting information in meaningful formats.

Operations, Special Projects and Other Duties:

• Administer and maintain the Facilities Management SharePoint site.
• Actively participate in Committees.
• Contribute to team planning, process improvement, knowledge sharing, and team-building activities.

What you bring

• Certificate or Diploma in Facility Management, Architectural Technology, Engineering Technology, or a related field. Equivalent combination of experience and education may be considered.
• 3 - 5 years of experience in IWMS administration, Archibus administration, VFA, or other asset management database management.
• Facilities Management Professional or other facilities related designation is asset.
• Excellent verbal and written communication skills.
• Strong data management and organizational skills, with a high level of accuracy and attention to detail.
• Demonstrated ability to take initiative and ownership of assigned processes to ensure effective, efficient, and continuous delivery of results.