Facilities Manager

THE POSITION

Overview: Facilities Management & Operations (25%), Café, Event Management & Office Services (25%), Budgeting & Vendor management (15%), Security & Onsite Safety (10%), People Development/ Management (10%), Projects & Other (15%).

RELATIONSHIPS

REPORTS TO: Director

# DIRECT REPORTS: None (Indirectly – 2)

ESSENTIAL FUNCTIONS

• Overview

• Facilities Management & Operations: 25%

• Café, Event Management & Office Services: 25%

• Budgeting & Vendor Management: 15%

• Security & Onsite Safety: 10%

• People Development/ Management: 10%

• Projects & Other: 15%

Facilities Management & Operations

• Develop and implement short, mid and long-term plans for the operation and maintenance of facilities
• Manage and oversee any projects related to office expansions, renovations and office moves as required
• Oversee maintenance and coordinate activities for repairs, upgrades and preventive maintenance in office
• Collaborate with IT on new innovations
• Manage relationships with external vendors and service providers to ensure high quality service delivery
• Oversee cleaning services contractor to ensure office is kept in clean and presentable condition
• Provide guidance on receptionist activities, including escalations relating to guest management, mailroom activities, and onboarding/offboarding new employees
• Oversee the daily operations and maintenance of company’s facilities to ensure a safe and efficient work environment
• Manage Facilities intranet site and mailbox

Café, Event Management & Office Services

• Manage café vendor, menu selection, café mailbox to ensure a high-quality offering is being provided
• Oversee the ordering of office supplies, beverages, and other ad hoc needs/ requests
• Works with other business areas on ensuring successful event planning for office functions
• Addressing issues and/or conflicts in a professional manner while maintaining open and timely communication

Budgeting & Vendor Management

• Manage the facilities budget, including forecasting expenses, monitoring spending, and identifying cost-saving opportunities
• Review and approve invoices, contracts and purchase orders related to the Facilities department
• Manage relationships with vendors and service providers for facility related services
• Prepare and negotiate contracts, renewals, and changes to contractual agreements and also lead the RFP process where needed, for facilities engagements

Security & Onsite Safety

• Manage overall security protocols and oversee day to day security processes & systems
• Member of Health & Safety committee

People Development/ Management

• Coaches and mentors’ other members of the Facilities team
• Manages Facilities team performance and provides recommendations to Director for mid-year and annual performance appraisals

Projects & Other

• Planning for future office needs and growth of organization
• Plan and optimize the use of the office space to accommodate current and future needs
• Collaborate with President’s Group on workplace experience & enhancements
• Other ad hoc tasks as required by the Director or the business

PHYSICAL REQUIREMENTS

Head office based with the ability to work from home. Minimal overnight travel (less than 5%). Expectation of ability to manage multiple stakeholders and meet strict deadlines on short notice. Ability to lift up to 20lbs.

QUALIFICATIONS

• Education and Certifications:
  • Degree in Facilities Management, Engineering, Business Administration, or related field
• Work Experience:
  • Minimum of 5 years related work experience preferred in facilities management
  • Proven experience in managing corporate facilities and ensuring compliance with H&S regulations
  • Strong background in vendor management and contract negotiation
  • Ability to lead and project manage including delegating tasks, providing guidance and fostering a collaborative environment
  • Strategic Planning: Proficiency in developing and implementing long term strategies for facilities management that aligns with corporate goals and enhance efficiencies
  • Communication Skills: Excellent verbal and communication skills to effectively interact with internal stakeholders, and external vendors

• Problem Solving Abilities: Strong analytical skills and attention to detail, to identify issues with the facilities department and develop effective solutions promptly. Include troubleshooting and resolving maintenance problems
• Project Management: Ability to oversee multiple projects simultaneously, from planning and execution to completion. Including coordinating with contractors, scheduling, and ensuring projects are completed on time within budget with minimal supervision
• Customer Service Focus: Takes ownership, assumes accountability and demonstrates leadership potential
• Proven ability to proactively identify and manage risks and issues and follow-up in a timely manner
• High integrity and trust
• A strong focus on customer service to address the needs and concerns of employees and visitors. This involves maintaining a welcoming and functional environment that supports the corporate image
• Continuous improvement mindset
• Budget Management: Experience in managing budgets including forecasting expenses, monitoring expenditures and ensuring cost-effective operations