Co-op student - Facilities Maintenance

Job Summary

Supports the Facilities Maintenance team by leading day-to-day improvements to its SharePoint environment. The role focuses on improving site navigation, content organization, document management, and access to information, including Power BI reports and dashboards. The position may also support other Facilities Maintenance activities, such as physical asset audits and inspections, CMMS database cleanup and validation, reporting, and standard operating procedures.

Duties and Responsibilities

Key duties and responsibilities include:
•    Improve and maintain the Facilities Maintenance SharePoint site, with emphasis on intuitive navigation, logical information architecture, usability, searchability, and consistent page design.
•    Create and update SharePoint pages, document libraries, lists, folders, metadata, views, links, permissions-related content requests, and other site content in accordance with established standards.
•    Review, reorganize, and maintain files and folders; identify outdated, duplicate, or misplaced content; and recommend practical improvements to document management.
•    Embed and organize Power BI reports and dashboards in SharePoint so operational and performance information is easy to find and use.
•    Gather user feedback, document business requirements, and implement practical improvements that increase SharePoint adoption and effectiveness.
•    May need to validate and update asset, equipment, location, and maintenance data in the CMMS, correcting incomplete, duplicate, outdated, or inconsistent records.
•    Support reports, dashboards, standard operating procedures, work instructions, templates, and other process documentation.
•    Conduct physical asset audits and cycle counts, compare findings with CMMS records, and reconcile identified discrepancies.
•    Perform other related duties in support of the Facilities Maintenance team as assigned.

Skills and Qualifications

•    Currently enrolled in a university or college program related to information management, business technology, data analytics, asset management, engineering, facilities management, public administration, or a related field.
•    Good understanding of SharePoint, Power BI, database management. CMMS applications, maintenance planning, asset management, or data analysis is an asset.
•    Strong organizational skills, attention to detail, and commitment to data accuracy.
•    Ability to research, analyze, validate, and compile information into clear and usable formats.
•    Proficiency with Microsoft 365 applications; experience with SharePoint, Power BI, Excel, or similar reporting and collaboration tools is an asset.
•    Ability to organize digital information logically and consider the end-user experience when developing pages, libraries, folders, and navigation.
•    Strong written communication skills and the ability to assist in preparing reports, procedures, guides, and presentations.
•    Strong customer service, interpersonal, and verbal communication skills.
•    Ability to work independently, manage assigned tasks, exercise sound judgement, and collaborate effectively as part of a team.

Working Conditions
•    Primarily office-based, with regular use of computers and Microsoft 365 applications.
•    Periodic field work at City facilities, including site inspections, physical asset verification, and cycle counts.
•    May require walking through mechanical, electrical, operational, storage, or other facility areas and light lifting of supplies or identification materials.