Summary

The Facilities Manager is responsible for managing the administration and maintenance of the core service sites for WOCRC, to ensure that they meet the needs of the organization, the clients and its employees. The Facilities Manager liaises with contractors regarding the day-to-day maintenance, security, safety and systems of the buildings. The incumbent also acts as the contact for after-hours facilities emergencies.

Description

Position Summary

The Facilities Manager is responsible for managing the administration and maintenance of the core service sites for WOCRC, to ensure that they meet the needs of the organization, the clients and its employees. The Facilities Manager liaises with contractors regarding the day-to-day maintenance, security, safety and systems of the buildings. The incumbent also acts as the contact for after-hours facilities emergencies.

This position primarily works on-site across all WOCRC locations.

PRINCIPAL RESPONSIBILITIES AND DUTIES:

Under the direction of the Manager of Corporate Services, leads the planning and monitoring of organizational assets by:

  • Developing the five-year capital plans outlining the organization’s capital requirements including coordinating an engineer assessment of the organizational owned buildings; 
  • Developing space planning options and making recommendations for new and/or alternative approaches related to meeting space and office space reviews; 
  • Providing regular project updates to Management and Senior leadership and modifying project plans as needed; 
  • Reviewing change orders and project funding requests and making recommendations for approval. 

Participates in the planning and development for capital sites and other offsite facilities, by: 

  • Collaborating with Team Managers in identifying new capital projects; 
  • Providing support in preparing capital funding proposals. 

Management of WOCRC-owned and leased assets and facilities, by: 

  • Developing a detailed knowledge of the portfolio of properties and the occupants. Travel to sites is required; 
  • Ensuring that proper maintenance schedules and procedures for each asset and property are developed and followed; 
  • Providing budget input for facilities requirements in the budget process; 
  • Facilitating Requests for quotations, and tenders for high valued goods, in compliance with WOCRC’s procurement policies; 
  • Sourcing required supplies and parts for the completion of projects; 
  • Planning, designing and monitoring fit-ups of new spaces for specific program needs; 
  • Administering the disposal of WOCRC assets when required according to policy guidelines; 
  • Coordinating the purchase/lease, installation and maintenance of office furniture and equipment (excluding IT equipment); 
  • Planning lifecycle replacement schedules and costing of equipment;
  • Ensuring inventory control of furniture and equipment. 

Manages the day-to-day facility management of the WOCRC core service sites, by: 

  • Overseeing building cleaning contracts for all WOCRC sites ensuring a clean and safe environment for staff, clients and visitors; 
  • Carrying out minor maintenance and repair projects (e.g. caulking, replacing washers, replacing light fixtures); 
  • Under the direction of the Manager of Corporate Services, obtaining quotes for renewing ongoing maintenance contracts and/or the initiation of new maintenance contracts, for services such as general maintenance and repairs, waste management, pest control, air quality control, electrical and plumbing, security, lock and key services, and groundskeeping and snow removal in accordance with WOCRC policies and quality standards; 
  • Supervising all facilities-related contractors and service providers; 
  • Working in collaboration with Team managers to determine cost estimates of proposed minor renovations and replacements for offices, facilities, and/or projects; 
  • Coordinating with Team managers and contractors to ensure facility inspections are completed, documenting any repairs, replacements, or upgrades that are required; 
  • Under the direction of the Manager of Corporate Services, planning and coordinating with contractors and vendors all renovations, installations, refurbishments, and building projects, including office moves and relocations, and ensuring these are performed within the Board-approved budget and expected timelines; 
  • Ensuring that basic facilities, such as water, plumbing, heating, electrical, mechanical and the building’s structures are inspected regularly, repaired when required, and comply with environmental, health and safety standards; 
  • Making recommendations on retrofitting measures to improve efficiency and cost-effectiveness; 
  • Being the main contact for all Facilities-related matters for our staff and on-site partners at all our sites; 
  • Being main liaison for other organizations that share common areas with any of our sites. 

Manages building safety and security, by: 

  • Ensuring that all sites comply with all legislated health and safety requirements as they apply to the structure of the building to ensure a safe and healthy environment for staff, clients, and all visitors to the WOCRC building sites; 
  • Being a certified member of the WOCRC Joint Health & Safety Committee for all core service sites; 
  • Maintaining fire and emergency evacuation plans in consultation with the management team, providing fire safety information to staff, and overseeing the safe evacuation of staff during fire drills and other emergency evacuations; 
  • Following up on any alarm or security incidents; 
  • Ensuring that daily, weekly, monthly and quarterly fire safety maintenance duties—which include monitoring emergency lighting, fire alarm and sprinkler systems, elevator and portable extinguishers—are performed, as well as semi-annual testing of emergency buttons and a complete annual fire systems inspection and annual testing of firefighters’ emergency operation; 
  • Arranging for fire hydrant and main valve inspections and maintenance; 
  • Arranging the purchase, installation and maintenance of internal and external locks and power assisted door openers and other security infrastructure; 
  • Being the main contact for after-hours facilities emergencies; 
  • Other duties as assigned.

All WOCRC employees have some fundamental responsibilities that go beyond the confines of their occupations. These include:

  • Ensuring that the commitment to diversity is understood and respected. This includes diversity of culture, language, faith expression, gender identity, sexual orientation, socio-economic resources and degrees of physical (dis)ability;
  • Maintaining up-to-date professional skills and knowledge through formal and informal traini;
  • Complying with all mandated legal/regulatory requirements related to working at WOCRC, e.g. Employment Standards Act, Occupational Health & Safety, standards of professional conduct, etc.;
  • Maintaining awareness of, and compliance with, WOCRC policies and procedures, funder requirements and relevant legislative and code statutes;
  • Contributing to the Centre’s work through collaborative teamwork and participating in meetings and committees as required;
  • At all times, working in a manner that preserves confidentiality and seeks to minimize risks for clients, employees and the Centre;
  • All other duties as assigned

QUALIFICATIONS:

Education and Experience

  • Successful completion post-secondary education (business administration, commerce, project management, or related education;
  • Minimum of three (3) years of facilities supervisory/management experience;
  • Knowledge of project and contract management;
  • Knowledge on developing standards, policies, and procedures;
  • Knowledge of financial accountability and control processes;
  • Knowledge of building systems and working with Trades;
  • Ability to perform minor repairs (as noted above) and to lift/carry up to 50 lbs;
  • Knowledge of local, provincial and federal workplace compliance regulations, ordinances and legislation;
  • Demonstrated ability to exercise necessary cost control measures;
  • Ability to work outside regular business hours as required;
  • Highly flexible, with solid interpersonal skills that allow one to work effectively in a diverse working environment;
  • Highly motivated and able to work independently;
  • Strong written and oral communication skills, strong problem-solving skills, strong attention to detail;
  • Strong working knowledge of Microsoft computer software (e.g. Excel, Word, etc.) and email;
  • Valid driver’s licence, access to a vehicle, adequate insurance coverage;
  • Project Management experience an asset.

Language Competencies

  • Ability to communicate fluently in English, spoken and written;
  • Ability to communicate fluently in French, spoken and written, an asset.

Salary/Hours

  • Starting salary is $61,168 per annum; negotiable based on experience
  • Hours are Monday to Friday with some evenings or weekend work
  • 35 hours per week, 12-month contract

 

WOCRC has an accommodation process in place that provides accommodations for employees with disabilities. If you require a specific accommodation because of a disability or a medical need, please do not hesitate to let us know how we can best accommodate you.

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, national origin, disability status or any other characteristic protected by law.

We thank all applicants for their interest in this employment opportunity. Please note however that, due to the volume of resumes received, only those applicants selected for further consideration will be contacted.