Operations Coordinator - Continuing

Delta School District is honored to be working and learning on the traditional territory of the Tsawwassen and Musqueam First Nations and all of the hənqəminəm speaking people who have been stewards of this land since time immemorial

The Delta School District is a vibrant, inclusive learning community where all learners belong and are inspired to soar. Serving over 16,000 students and 3,000 staff across 31 schools in Ladner, North Delta, and Tsawwassen, we are proud to support thriving, future-ready learners. Our work is grounded in the values of Compassion, Responsibility, Integrity, Creativity, Diversity, and Resilience.

We gratefully acknowledge the traditional territories of the Tsawwassen and Musqueam First Nations, and we honour the Knowledge Keepers and all First Peoples who have cared for these lands for generations.

Position: Operations Coordinator - Continuing

Competition: S-25- 344

Location/Dept: Maintenance

Hours: 35.00 Monday-Friday - 12 Months EXTRA MINS - NO

Start Date: NOV. 17, 2025

Term of Employment: Continuing

Salary: $33.77

Posted: OCT. 31, 2025

Application Deadline: 4:00 P.M., FRIDAY, NOV. 07, 2025

SUMMARY:

Reports to the Manager of Maintenance and works under the direction of the Facilities Branch managers (including Maintenance, Facility Service, IBM Project, Energy, and Projects). Provides administrative support for the delivery of facility services throughout the District.

DUTIES:

1.   Performs a variety of facilities management-related administrative duties with minimum direction; attends meetings, takes prepares and distributes minutes; gathers and compiles materials for meetings,; multiple budget preparation and reports; attends planning meetings with Managers and Foremen.

2. Gathers information, organizes, and composes correspondence and memos; keyboards, proofreads, duplicates, photocopies, collates, and files a variety of documents.

3. Performs purchasing duties and uses corporate procurement card as required, in accordance with District policies and procedures. Orders supplies and services; receives and checks invoices; prepares required documentation. Maintains petty cash fund; reconciles and receives funds. Reconciles monthly statements; provides instruction and support for monthly reconciliation to foremen.

4. Monitors multiple budgets to ensure conformity to approved allocations; receives instruction from Financial Services and disseminates information; gathers and prepares necessary details to prepare quarterly and year end accruals and yearly inventory.

5. Responsible for all aspects of School Dude for District users and outside agencies, including new user set up. Reviews, analyzes, enters, and distributes incoming work orders to appropriate trade. Obtains estimates, enters labour and materials costs, and prepares billing for all District sites as well as outside agencies.

6. Ensures security, integrity, and confidentiality of data. Responds to a variety of confidential and non-confidential internal and external inquiries; provides receptionist duties; prioritizes and dispatches trades and coordinates responses to emergencies as required. Maintains, provides security access and training for the telephone system, radios and cell phones. Reviews alarm reports, notes unusual activity and notifies the appropriate division or department.

7. Collects and processes timesheets for Maintenance and Facility Services employees in accordance with Payroll processes and timelines.

8. Ensures proper security is maintained at all District sites by issuing proximity (Keyscan) cards; maintains database of card holders. Reviews alarm reports notes unusual activity, and notifies the appropriate division or department; creates and distributes District identification badges.

9. Monitors and adjusts DDC (Delta Digital Controls) and Enteliweb functions and activities to ensure students, staff, and outside user groups at District sites have adequate levels of heating/cooling while maintaining District standards for energy consumption; communicates with Fortis on sites where the District has entered an agreement with Fortis for the operation of boilers.

10. Responsible for maintenance of the archive room, including updating of log, facilitating access for users, record removal and returns, and arranging for proper destruction as per the Archived Records Management Procedure.

11. Enters data into computerized system to maintain and generate staff attendance records and reports. Responsible for the daily assignment of custodial and maintenance staff. Records absences, assigns staff, tracks casual placement, notifies Human Resources of staffing changes, etc., and reviews vacation allocation. Maintains database to verify, record, and codes timesheets for custodial and maintenance employees. Ensures hours are entered against work orders as required.

12. In consultation with managers and foremen, develops and maintains the preventative maintenance procedures as required for equipment throughout the District to ensure proper and safe operation.

13. Maintains Maintenance and Facility Services WorkSafe incident reports and formsMaintains log books and safety regulations documentation for fall protection, lift equipment and other Facilities Branch health and safety responsibilities as required by WorkSafe BC .

14. Tracks custodial hours for Continuing Education facility bookings and processes necessary billings for custodial-related costs.

15. Remains current with changing technology, practices and equipment.

16. Performs other related duties as assigned.

QUALIFICATIONS:

Successful completion of a secondary school graduation program or equivalent. Completion of post secondary secretarial (or office administration) and bookkeeping courses equivalent to 1 year.

Four years recent and relevant clerical experience in an operations, maintenance, construction and/or custodial environment or equivalent combination of education and experience. Experience in word processing, database and spreadsheet applications. Knowledge of computerized accounting and information management systems (e.g., CIMS) and maintenance management programs such as SchoolDude/Dude Solutions, Keyscan, EDD and Entiliweb.

Knowledge of human resources hiring practices and related information. Ability to work independently and use independent judgement.

Excellent interpersonal and communication skills required. Ability to use judgement and tact when providing information and dispatching personnel.

Ability to set priorities, work independently and use initiative, handle a high volume of detailed work quickly and accurately with frequent interruptions and meet deadlines.

Ability to operate a variety of office equipment including mobile phones and tablets. Physically capable of performing the duties of the position.

Knowledge of WorkSafeBC and WHMIS regulations. Safe work practices.

External applicants must apply through the Make A Future site at Emailed or faxed applications will not be accepted. We thank all applicants however only those selected for an interview will be contacted.

Delta School District is committed to fostering an inclusive and diverse environment. We encourage applications from individuals of all backgrounds, and we actively seek to create a workplace that accommodates the needs of all employees, including those with disabilities. If you require any accommodations during the application or interview process, please contact Anchal Toor at [email protected], so we can provide the necessary support to ensure equal process.