Supervisor, Facilities Operations

Supervisor, Facilities Operations

Job Number: 3303
Job Type: Full-Time
Location: 100 Maple Grove Rd - Regional Operations Centre
Job Category: Construction
Number of Positions: 1
Department: Facilities Operations
Division: Engineering and Environmental Services
Hours of Work: 35
Union: Management/Management Support
Grade: Management/Management Support Grade 07
Salary Range: $102,120.20 - $127,654.80 annually
About Us!

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

• Taking only what we need
• Leaving some for others
• Keeping the dish clean

This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity Waterloo Region is home to over 674,000 residents and expected to grow to nearly one million by 2051 Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community The Role Supervises staff and contractors in carrying out the safe operation and maintenance of regional facilities (e.g., administration, long term care, public housing, landfill, water services, transit, paramedic services, police), ensuring efficiency, cost-effectiveness, and environmental standards compliance Analyzes data, proactively plans for, and manages projects to ensure building assets (approximately 1,900 buildings valued at approximately $1.4B) are maintained per legislation, policies, and procedures Duties/Responsibilities

• Supervises a range of jobs/staff, including Facility Management Operators and skilled trades (e.g., plumbers, gas technicians, electricians, carpenter), general maintenance staff (grounds, building), work coordinators, administrative staff (e.g., work scheduling, customer service/work reception), and summer students in a project management matrix framework. Assigns projects and tasks to staff based on resource requirements and other considerations.
• Participates in an official on-call supervisor rotation. Supervises a 24-hour emergency maintenance response program.
• Plans short/medium-term building operations work, and supervises daily work (corrective, demand, emergency, preventive) on mechanical equipment; elevators; environmental and building automation systems (e.g., electrical, plumbing, fire alarm, sprinkler, pneumatic, solid state), general maintenance, and parking enforcement. Conducts pre-job surveys for work orders. Identifies problems and solutions. Coordinates scheduled maintenance with staff and contractors.
• Acts as a main point of contact for building occupants/tenants, and neighbouring properties, regarding maintenance and repair work, including complaint resolution. Is a contact for business, construction and utility companies; insurance adjusters/inspectors; and equipment manufacturers and wholesalers.
• Oversees maintenance and operations at Region-controlled shelter sites, addressing complex challenges such as biohazards, pest infestations, and hoarding situations. Adapts procedures to meet unique site demands, balances safety and compassion, and provides technical and situational guidance to staff. Manages crisis response, conflict resolution, and public health concerns to maintain safe and supportive environments for residents, staff and the public.
• Assists in facilitating the physical key system for Waterloo Regional Housing properties by supporting the purchasing, cutting, and management of keys; maintaining a secure key hierarchy; and ensuring accurate tracking by associating key data with building floorplans through a Master Key Data Management Sheet. Collaborates with regional security to ensure the secure and efficient distribution of keys.
• Supervises work order and office administration, and coordination of work and scheduling functions, including a work order management system. Ensures work orders and related paperwork and project documentation is maintained and completed, and that work is scheduled and distributed to meet legislated and service level agreement timelines. Makes changes to processes and procedures for continuous improvement.
• Conducts analysis of work order data and regular reviews and evaluations of equipment, critical building systems, and maintenance practices, processes and procedures to determine efficiencies, cost savings, and continuous improvement. Provides technical advice/assistance on maintenance issues to client departments and senior management.
• Participates in the development and negotiation of Service Level Agreements (SLAs) with client groups, ensuring services are sustainable, aligned with client expectations, and within operational capacity. Establishes performance standards and service commitments to maintain client satisfaction and operational efficiency.
• Assists Manager and program/project management staff to prepare capital and operating budgets for repairs, renovations, and replacements. Administers and monitors building operating budgets. Monitors maintenance budget. Consults with client departments to review services; develops and provides expenditure reports and forecasted total expenditures; and provides estimates on new work and future budgets. Approves invoices and purchase requisitions and holds a p-card.

Additional Duties/Responsibilities

• Assists in the procurement process and administers contracts for minor capital/emergency work, specialized work (e.g., electrical, plumbing, flooring, mechanical, maintenance), and services (e.g., elevator maintenance, grass cutting, snow/waste removal, janitorial/custodial). Maintains related cost/performance data. Participates on system/equipment selection committees. Recommends procurement strategies (e.g., consultants, contractors, materials, buying, selling, leasing property).
• Ensures the safe operation and maintenance of vehicles, specialized tools, and mobile equipment used by staff. Ensures contractors perform work per specifications and safely.
• Develops, implements, and maintains a preventive maintenance program. Develops inspection schedules to track property/building conditions and elements. Designs processes to ensure protection of asset investments, and uses tools for analyzing life cycle costs to inform decision-making.
• Develops, maintains, and revises policies, procedures, and standards for operation/maintenance of buildings, including standardized processes for documenting, communicating, and sharing building information.
• Administers projects or portions of major projects, including preparing correspondence and reports, monitoring project schedules, coordinating closeout, and warranty documentation. Monitors to ensure contractors comply with contract plans and specifications; regional, municipal, provincial, utility, conservation authority, and environmental standards and requirements; and health and construction safety standards, and legislation.
• Maintains procedures manuals for each plant/facility (e.g., maintenance schedules, descriptions, instructions (e.g., lock out tag out inspection), emergency procedures, fire evacuation plans). Develops and maintains best practices.
• Develops and implements training and education programs for staff. Coordinates safety training programs with the corporate health and safety team (e.g., asbestos, WHIMS, confined space, fire, bomb threat, first aid). Investigates and reports accidents/incidents per policy, ensuring proper documentation, recordkeeping, and implementation of hazard mitigation measures.
• Initiates and works on energy management and conservation programs, and stays current on incentives and rebates.
• Obtains permits and approvals for capital works and building renovations (e.g., building inspectors, fire). Obtains direction on regulations and restrictions from authorities and government ministries.
• Schedules and coordinates minor moves within buildings (e.g., furniture, medical equipment).
• Participates on/chairs committees (e.g., joint health and safety, infection control, recycling). Represents the team’s interests on corporate committees.
• Develops, implements, and audits procedures and programs to ensure compliance with legislative requirements (e.g., ESA, Contractor Safety Management Program, Fixing Long-Term Care Act, etc.). Evaluates contractor adherence to safety regulations, provides guidance for complex or ambiguous tasks, and ensures staff, infrastructure and environmental safety, including addressing equipment failures impacting safety or essential services. Makes recommendations to senior management to update policies and procedures as needed.
• Contacts Ministries regarding spill containment, gas-fired equipment installation, and occupational health and safety issues.
• Performs related duties as required.

Knowledge, Skills, and Abilities

• Knowledge and skills are normally acquired through progressively responsible related experience and an educational background such as journeyperson status in a building-oriented discipline (e.g., carpentry, electrical, mechanical, plumbing), or a related diploma/degree (e.g., Construction, Mechanical Engineering Technology, Certified Engineering Technology), or other relevant equivalent.
• Knowledge of facility management, building maintenance, and operations practices, procedures, technologies, and standards.
• Knowledge of and ability to comply with corporate policies, procedures, and standards, building maintenance practices and industry standards, relevant municipal by-laws, local utilities standards, relevant legislation and regulations (e.g., health and safety, industrial and construction, tenant-related, building and fire codes, long-term care, green energy, environmental, technical standards and safety), and collective agreements.
• Ability to organize and coordinate maintenance work and schedule staff to optimize cost effectiveness and efficiency in a unionized environment.
• Assessment, analytical, problem solving, project management, and continuous improvement skills to identify gaps and proactively plan, document, and develop and adjust processes; plan and develop objectives for administering technical, operational, safety and financial components of work; find solutions to maintenance issues; meet inflexible deadlines; ensure database/data integrity, analyze and manipulate data sets; and apply risk assessment and evaluation methods to meet maintenance service levels.
• Leadership skills to supervise, train, develop, motivate, and support staff.
• Human relations and communications skills to work with project committees; respond to inquiries/complaints; provide effective customer service; interview and negotiate with contractors to resolve disputes; prepare and present business cases to committees and staff; conduct training/education programs for staff; and participate as an effective team member.
• Ability to read and understand architectural, structural, electrical, and mechanical drawings; blueprints; work orders; technical specifications/reports/submissions; policies and procedures; minutes; journals/newsletters/trade magazines; product information; and codes/regulations.
• Ability to write clear, concise letters, memorandums, reports (e.g., job costing/status, technical), work orders/technical specifications/scope of work, checklists, facility operation and maintenance manuals and procedures, budget recommendations, and schedules. Ability to complete designated substance surveys.
• Computer skills using software such as Microsoft Office and work order systems.
• A tuberculosis (TB) test and immunization(s) are required for working in a long-term care facility.
• An acceptable vulnerable sector police records check is required for working in a long-term care facility.
• A valid class G driver’s licence (or G2 with 3 years of driving experience) and satisfactory driving record are required to operate regional vehicles.
• Ability to participate in an official standby/on-call rotation to respond to legislated or time sensitive demands beyond regularly scheduled work hours.
• Ability to support and demonstrate the Region’s values.
  

Additional Knowledge, Skills, and Abilities The Region of Waterloo is an equal opportunity employer dedicated to an inclusive and accessible recruitment process. We actively encourage applications from diverse groups, including Black, racialized, First Nations, Métis, Inuit individuals, women, people with disabilities, and 2SLGBTQIA+ persons, and are committed to equity, diversity, accessibility, and inclusion in the workplace For an accommodation request, please contact us and we will work with you to meet your accessibility needs. Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number (519) 575-4400 to request an alternate format, or email [email protected] Please note: candidates will be provided an update on their application. Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular)