Coordinator, Furniture, Fixtures & Equipment

Position Summary

In an environment that supports continuous improvement and under the general direction of the Manager of Facilities Building Services, this position is responsible to provide direction and guidance to the day-to-day operations, problem solving and decision-making regarding the specification, acquisition and installation of furniture, fixtures and equipment (FF&E) for Corporate Projects. This position will also coordinate and oversee furniture/equipment moves and related activities including space planning, floor plan development and working with architects on the specifications for FF&E. This position also develops policies and procedures and provides guidance relating to asset management and contract administration for FF&E.

Key Duties & Responsibilities

• Provide for the asset management (includes specifying, acquiring, receiving, tracking, reporting, repairing, disposal) of corporate FF&E following the City’s policies, guidelines and other standards, ensuring accurate and timely tracking of assets and applicable information is maintained.
• Recommend, coordinate, implement and assist in developing policies and procedures with regards to asset management, workflow and process for acquiring and assigning FF&E products and services.
• Administer the ordering, receiving and inventorying of corporate and project requests for FF&E and arranges for deployment.
• Responsible for sourcing, competitive bidding, quotation review and analysis, supplier evaluation/assessment and supplier selection.
• Prepare purchase requisitions and consolidates purchase requests from all departments and projects serving as the primary contact for Corporate FF&E.
• Ensure building conditions support special equipment and furniture requirements (i.e., power, data and space) during design phase and/or prior to procurement.
• Provide work direction and guidance to others (i.e. vendors, service providers and contractors) including managing vender relationships and resolving issues with suppliers.
• Conduct regular meetings to communicate, review and revise plans and procedures regarding moves and the procurement and installation of FF&E.
• Develop, recommend and implement program schedules for the procurement of FF&E; coordinate the delivery of FF&E services (i.e. delivery and installation) to multiple corporate projects and facilities.
• Establish and monitor budgets; assure program expenditures are within allocated budgets; propose budget changes and participate in project budget development as necessary.
• Provide regular reports to management on the status of FF&E schedules, furniture/equipment procurement, set-up, and move schedules.
• Coordinate the inclusion of corporate FF&E standards in project designs.
• Liaise, confer and collaborate with business areas, Facilities staff, Purchasing Department and suppliers when procuring new FF&E.
• Handle complex, sensitive and confidential issues on a regular basis and participate in collaborative solutions to these issues.
• Performs other related duties as required.

Key Qualifications

• Typically the knowledge, skills and abilities required are obtained through a university degree in Business Administration or other related discipline including courses in management and accounting. In addition, three to five years’ related experience in a Facilities environment, including purchasing and FF&E experience is required. Training in general asset procurement, life cycle management, contract administration, and project management methodology would be an asset.
• Knowledge of computer applications used in an automated environment such as Excel, Word, Email, Oracle and interacting with automated applications.
• Knowledge of purchasing principles and procedures.
• Knowledge of the City’s Regina Administration Bylaw and related Purchasing Policy.
• Skill and ability to communicate effectively, both orally & in writing, demonstrating tact and diplomacy in order to establish effective working relationships with external and internal stakeholders.
• Demonstrate substantial customer service skills during stakeholder interaction through focusing individual or organizational efforts on meeting key stakeholder needs through initiation and implementation of policy, programs, and services.
• Ability to exercise a high degree of initiative and independence demonstrating sound problem solving and decision making skills.
• Ability to establish and monitor program/project budgets and maintain accurate records.
• Ability to plan and schedule multiple tasks, prioritize and work within deadlines.
• Ability to effectively and efficiently organize activities to maximize use of available resources and reduce duplication of effort.
• Ability to maintain effective working relationships with personnel at all levels.
• Ability to create and document processes and procedures relating to asset management and contract administration.
• Ability to work within a highly motivated team environment, and to assist other functions when required.
• Ability to solve problems and think logically.

Working/Other Conditions

• Must have the means and ability to travel within the city of Regina.