Facilities Manager - Ottawa, Canada - Centretown Citizens Ottawa Corporation

Centretown Citizens Ottawa Corporation

Verified Company

Ottawa, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Facilities Manager (14-month Term)

About you:
Are you a friendly and energetic multi-tasker who enjoys a fast-paced workday in a customer facing environment? Do you have experience working for a property management provider such as a housing co-op or student residence, at a hotel service desk or medical office, or a similar office environment?

About the job:

You will lead a team of three (3) Facilities Coordinators, two (2) Receptionists, and a small number of students, as well as manage the head office.

The Facilities Manager will support the Facilities Coordinators in their day-to-day job duties, analyse expenses and prepare reports and budgets for submission to the Facilities Director.

You will also be responsible for supporting
CCOC's front line customer service team.

You should have experience leading a team and working with people from diverse backgrounds to provide friendly, respectful, and efficient service.

About us:

Centretown Citizens Ottawa Corporation is a community-based, tenant and member directed, non-profit housing organization whose mission is to create, maintain and promote housing for low and moderate-income people.

We are a progressive employer of choice that values diversity, collaboration, inclusive and open decision-making, innovation, creativity, and sustainability in all that we do.

Term:
fixed 14-month parental leave

Compensation:
Starting wage between $62,553 and $73,591, with a maximum of $84,630 based on experience and qualifications. Compensation is based on a 35-hour work week.

Benefits:

Application Deadline: 4:00pm on Monday, March 27th, 202- *This is a 14-month term position to cover a parental leave._

Facilities Manager

Reports To:
Director of Facilities

Department:
Facilities Management

Supervises:
Facilities Coordinators

Date approved:
January 31, 2023

Summary
The Facilities Manager ensures CCOC service standards are met by supervising the
Facilities Coordinators and administering office contracts for services and supplies. The Manager also analyses expenses and prepares reports and budgets for submission to the Facilities Director.

Additionally, they facilitate the activities of the Facilities Management Department by supporting clear communication between the facilities teams and providing resources and information to the office staff and tenants.

Responsibilities

Support the Executive Director by:

Providing primary supervisory duties of the Facilities Coordinators.
Providing secondary supervisory duties of the Service Desk and Receptionists.
Ensuring staff meet all standard Health and Safety practices and regulations.
Ensuring that the standards for maintenance response and repairs are met.
Managing processes to ensure compliance with key performance indicators and targets.
Reviewing and approving staff payroll records.
Monitoring information and service requests to ensure staff, publications and communications supply the right information to tenants.
Ensuring the Facilities Coordinators are properly equipped with information, training, and tools to provide exceptional customer service.
Preparing annual evaluations of direct reports.
Ensuring a fair distribution of work.
Ensuring the effective integration of staff into the larger corporate workflow and organizational mission.
Overseeing training for direct reports and the development of staff, including individual development plans and overseeing mandatory training.

Administer contracts for services and supplies and ensure good functioning of CCOC workplaces (primarily the head office) by:

Ensuring staff are equipped with appropriate technology to meet ongoing and changing needs.
Planning and executing network and systems maintenance and enhancements.
Managing regular desktop hardware and software and enduser needs, with external resources and vendors as required.
Overseeing basic office administration, supplies and shared equipment.
Managing office cleaning contracts and security systems.
Initiating reviews of regular contracts for services and supplies on a regular basis.
Performing costbenefit analysis from information extracted from invoices.
Authorizing payment of contractor invoices, including release of holdbacks.

Analyses expenses and prepares reports and budgets for submission to the Director of Facilities Management by:

Generating reports from in-house data or through research to provide accurate cost/benefit analysis, including reviewing and analyzing work order summaries.
Providing advice regarding efficiencies in maintenancerelated expenses.
Working with Finance on Capital budgeting and cash flow forecasting.
Supporting drafting of the Building Standards operating budgets for all properties and providing required analysis for review by the Director of

Facilities and relevant Committees.

Provides information and resource services by: