Elk Island Public Schools (EIPS) is one of the largest school divisions in Alberta, serving the education needs of approximately 17,750 students in 43 schools. Every day, the staff and students of EIPS are encouraged to pursue opportunities to grow and discover their passions in life. We pride ourselves on providing staff and students with the tools to achieve success by offering dynamic programming, current resources, and practical professional learning opportunities.
EIPS is recruiting a permanent full-time Custodial and Grounds Coordinator with our Facility Services department.
Elk Island Public Schools Central Services building is located in Sherwood Park, at 683 Wye Road. Providing services for the Division, Central Services is comprised of eight departments, in addition to the Board of Trustees. The departments include Education Executive, Communication Services, Facility Services, Student Transportation, Human Resources, Financial Services, Supports for Students and Information Technologies. Central Services is staffed by 190 employees.
JOB SUMMARY
The Custodial and Grounds Coordinator is responsible for monitoring the efficient and safe delivery of Facility Service contracts for custodial services, grounds maintenance, playgrounds, and snow removal for Elk Island Public Schools (EIPS), and contributing to operational effectiveness across the division. The position works to ensure contractor and vendor performance complies with contract terms for quality standards, service levels, safety, and budget. The Custodial and Grounds Coordinator builds and maintains effective working relationships with stakeholders including administrators and contractors and addresses any concerns or issues. The position collaborates with the Purchasing and Contract Services (PCS) teams in the procurement process for operations and maintenance service contract awards. The position also provides leadership to contractors and staff, and fosters a collaborative, respectful, and efficient work environment that contributes to the department’s overall success.
KEY RESPONSIBILITIES
Service Delivery and Compliance Management
•Manage and coordinate contract delivery for custodial, grounds maintenance, playgrounds and snow removal services for EIPS schools and central buildings.
•Collaborate with school administrators and central administration staff to ensure quality service and safety standards are met by contractors and vendors.
•Coordinate specialty services such as pest control, window covering cleaning and maintenance, site-specific cleaning (e.g. labs, school gyms, higher ceilings) and collaborating with the appropriate vendors and contractors.
•Monitor day-to-day service delivery levels for custodial, grounds, snow removal, playgrounds and facility maintenance contracts and address concerns as needed.
•Respond to stakeholder concerns or general complaints by following up with contractors and vendors for issue resolution and maintaining service levels.
•Coordinate emergent, necessary maintenance repairs related to custodial, grounds, playgrounds, and snow removal to uphold safety standards.
•Review monthly playground inspection reports and annual audits for safety and compliance.
Administration and Budget Management
•Provide recommendations during the annual budget planning process for custodial services, snow removal, grounds, and playground maintenance service contracts.
•Track and monitor service-related and contract expenditures against budget and review invoices for accuracy and relevant details for approval.
• Collaborate in the department procurement process of custodial supplies to ensure product quality and alignment with budget constraints.
Communication and Collaboration
•Maintain effective working relationships with department staff and administrators in relation to the delivery of custodial, grounds, playgrounds, snow removal services, and in the resolution of concerns regarding safety and quality standards.
•Build effective working relationships and maintain regular communications with vendors, custodial contractors and Municipality staff to provide feedback, direction as needed, and resolve issues or concerns.
•Manage stakeholder conflict and multiple at times conflicting priorities using mediation skills and de-escalation techniques.
•Collaborate with Occupational Health and Safety (OHS) to ensure safety standards are met at sites with vendors and contractors, and materials/supplies.
•Collaborate with the EIPS Purchasing department to manage the tender process and gather details for contract awards including service scope and specifications, vendor vetting, compliance reports for existing contracts, and cost analysis.
•Support the review, evaluation and update of department practices and area processes and provide supporting documentation and reports as needed.
Contractor, Vendor and Staff Leadership
•Provide leadership, training and work assignments to the Facility Services Assistant to ensure timely, accurate responses to stakeholder questions, school custodial requests and resolution of concerns related to service delivery or quality standards.
•Provide indirect leadership and feedback to contractors and vendors in the delivery of custodial, grounds, snow removal, playgrounds and facility maintenance services and performance.
•Prepare status reports on contractor and vendor contract compliance with a summary of concerns to share during the procurement process for issuing awards.
•Monitor and adapt performance metrics for vendor and contractor evaluation and selection to meet changing requirements.
•Lead the recruitment, training, evaluation and performance management of the Facility Services Assistant position.
•Meet regularly and collaborate with the Facility Services Assistant to review department and area processes, client service requests, contractor or vendor concerns, exchange feedback, and confirm current work priorities.
QUALIFICATIONS
Education:
Minimum Required:
• High school diploma or equivalent
•Building Service Worker certificate or related education/certification.
Preferred:
• Certificate in Contract Administration or Business Diploma.
•Certificate in Project Management.
•NSA/CSA certified in play spaces and equipment.
•Conflict management training.
Knowledge, Skills and Abilities:
•Knowledge in custodial services, snow removal and grounds and playground maintenance work standards and requirements.
•Knowledge of applicable OHS safety regulations and standards.
•Knowledge of contract administration and management, and procurement processes.
•Excellent interpersonal skills to de-escalate conflict and maintain effective working relationships with staff and stakeholders.
•Strong written and speaking communication skills.
•Ability to successfully work in a team environment as well as independently with minimal supervision.
•Advanced skills in planning, scheduling multiple tasks, and time management.
•Strong problem-solving, issues management, and troubleshooting skills.
•Effective collaboration skills to work with department staff, school administration, vendors and contractors.
•Ability to effectively adapt to change, frequent work interruptions, and managing priorities.
•Proficient in Microsoft Office Suite, web-based applications, and emerging technology.
Skills, Qualifications, Certifications or Designations
Minimum Required: Valid Alberta Driver’s License in good standing as per the requirements of the Elk Island Public Schools Vehicle and Equipment Operating Manual and access to a reliable vehicle.
Preferred:
• WHMIS Certification
•Certified Educational Facilities Administrator (CEFA1)
For further information, contact Brent Dragon, Assistant Director, at 780-417-8137 or email brent.dragon@eips.ca.
Only online applications will be accepted.
Elk Island Public Schools appreciates and considers all applications; however, we only contact candidates who are selected for interviews.
If you require assistance with the application system, please call Apply to Education at 1-877-900-5627 or email info@applytoeducation.com.