University of Waterloo

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Facilities & Space Planning Specialist

Facilities & Space Planning Specialist

Requisition ID 
Job Category  
2625 - Dean of Environment Office
Job Status 
Temporary Appointment (Contract)
Hiring Range 
$53,120 - $66,400

More information about this job


Reporting to the Executive Officer, the Facilities & Space Planning Specialist is responsible for Facultywide initiatives pertaining to space allocation and utilization within the Faculty. This position supports the analyzing and planning of all space issues, inquires, assignment as they may arise. These include construction and renovation projects efficient uses of space, planned and emergency maintenance, and forecasting of future needs. The incumbent works closely with the Faculty Health and Safety Coordinator to implement the Health, Safety and Environment Management Systems (HSEMS).


This is a 24 month contract position.


Support to the Executive Officer and Dean including but not limited to:

  • Evaluation, management, and recommendations regarding requests for all space within the control of the Faculty;
  • Assists with forecasting for space optimization including the utilization of graduate student data for allocation of space to research clusters within the Faculty;
  • Member of the Faculty Space Committee;
  • Assists senior management in assessing space requirements of new initiatives;
  • Assists with the development of project scope and budget document, tracking and reporting;
  • Compiles and maintains current lease agreements in support of space planning activities;
  • Assists with financial forecasting for project proposals.

Space Project Management including but not limited to:

  • Managing logistical requirements related to space transitions, including any customization required by users of space;
  • Ensuring space transitions are handled efficiently, professionally and according to timelines established with clients and units affected by the move;
  • Translation of space program requirements into alternative scale test fit AutoCAD drawings that establish the location of all furniture and amenities;
  • Development and monitoring of work requests through to completion, including large scale relocations;
  • Monitoring and reporting on the progress of each project including renovations, furniture modification and infrastructure changes;
  • Monitor of financials of projects, including client approvals, tracking and reviewing invoices, receipts and budget expenditures for reporting compliance.

Space Planning Software

  • Record and verify coding of all Faculty-controlled space on the campus space database (Archibus) for the purpose of reporting to the institution and Council of Ontario Universities;
  • Use of AutoCAD software drawing tool to develop the recommended layout of equipment and furnishings to suit the needs within resource constraints;
  • Preparation of preliminary AutoCAD drawings for Plant Operations Design Services for the execution and completion of renovations.


Oversight of proper functioning of existing physical infrastructure within the Faculty;

  • Assessment of infrastructure needs of the Faculty to determine what new infrastructure resources should be acquired and what existing infrastructure might be discontinued;
  • Application and adherence to Policy #53 – Environmental Sustainability to ensure reasonable conformance;
  • Negotiation of contracts for special features of the buildings not under the control of Plant Operations (i.e. Living Walls, green roof, gardens, etc);
  • Provides leadership and coordination for operation of facilities within spaces leased by Faculty.


Health and Safety Responsibilities including but not limited to:

  • Member of the Faculty Health and Safety Committee;
  • Application and adherence to uWaterloo’s Policy #34 and Health, Safety and Environment Management Systems (HSEMS) to ensure reasonable conformance;
  • Support the Faculty Health & Safety Coordinator with annual and term inspection.


Internal uW Stakeholder Relations and Communications

  • Serves as first point of contact for Plant Operations, Central Stores, outside contractors and vendors on maintenance and lease agreements and other stakeholders;
  • Communicates with all stakeholders on a pro-active and follow up basis to ensure that planned modifications are carried out in a timely, high-quality, and cost-efficient manner;
  • Employs creative diplomacy and the ability to confront and manage disagreement.


  • Completion of a post-secondary diploma or degree or equivalent experience is required
  • Facilities Management Professional (FMP) designation from the International Facility Management Association (IFMA) is highly desirable 
  • Space planning experience within a large and multi-building enterprise is required, preferably within an educational setting
  • Building management and operations experience is required, including demonstrated experience with the following: building operations and maintenance, health and safety inspections & compliance, leasing, budgeting, infrastructure/installations, etc.
  • Proven experience managing multiple complex and large projects simultaneously while coordinating competing demands and priorities
  • Experiences providing guidance and direction to support staff
  • Demonstrated success in leading change efforts
  • Demonstrated ability to maintain large amounts of detailed project information in an accurate and timely manner
  • Demonstrated ability to build and maintain respectful and productive business or professional relationships with various stakeholders
  • Knowledge of furniture systems and layouts
  • Basic proficiency with AutoCAD and other design tools
  • Proficiency with Archibus (Space Planning and Management, Move Management)
  • Advanced computer literacy especially Microsoft’s productivity tools