Facilities Operations and Maintenance Manager

Job Summary:

Accountable for the overall performance of facility operations, maintenance and technical services in achieving desired outcomes, client expectations and divisional key performance indicators. During absence or period of positional vacancy, fulfill the responsibilities and duties for counterparts in design, space, furniture and capital projects. Provides leadership, planning, guidance and mentorship to the facility maintenance and capital teams through the assigned regions and portfolio. This high level of commitment to service and departmental reputation requires that the employee be available to response 24/7.

Job Description:

• Monitor corporate financial performance indicators regularly for the assigned business units, such as contribution margin, salary recovery ratio, expense recovery ratio and overhead efficiency ratio; and take steps to adjust the O&M team performance to achieve desired results.

• Be an active member of the local real estate, business and service community.

• Practice competitive intelligence with the local and national industry

• Propose cost reduction measures as may be necessary in any operating cycle; implement approved measures with the property management team as required.

• Guide the team in carrying out annual operating budgets and work plans, liaise with the space, design, furniture, services, and capital teams to determine long range plans.

• Inspect the property and personnel output regularly to ensure that established standards of quality service are being met.

• Attend to the issuance and explanation of budgets, plans and management reports, including dashboard reporting, monthly or ad hoc reports.

• Inspect properties regularly for conditions of potential hazard, liability or loss and instruct and guide personnel in responding promptly.

• Ensure that proper procedures and communication protocols are followed when accidents or incidents occur with all stakeholders.

• Access workload and positional vacancy, recruit and attend to the proper training and orientation of all personnel under direct supervision in accordance with recruiting guidelines and training programs.

• Ensure workers compensation requirements, OH&S standards, hazardous material handling regulations and all similar regulations of any authority having jurisdiction are fully implemented.

• Develop a personalized training programs for the property management team that ensures employees are familiar with and remain current on safety regulations for operations, maintenance, repairs, tenants’ services, and construction at the property or within the portfolio.

• Keep senior management, the facility management team informed and involved in maintaining progressive relationships.

• Build mutually beneficial relationships that add value and enhance the achievement of business objectives.

• Oversee purchases made by the operations team, review monthly expense statements and prepare projections, variance reports, and analysis to assist the director to produce timely reports.

• Assist technical services and the management team in setting appropriate quality standards and strategic operation initiatives, sustainability, risk management and software programs.

• Investigate all incident reports, address on-site insurance and risk-management concerns and coordinate claims with the property manager and risk administration team.

• Oversee the performance of personnel assigned to carry out repair, replacements, and maintenance projects at the property or portfolio; taking time to fully understand the scope of work and contractual obligations.

• Have a strong focus on communication, collaboration, coordination, and cooperation to achieve common goals and objectives.

• Preparing the annual long-range plan for the property or portfolio and by way of establishing annual budget priorities; and with participation of the on-site operations team, and suppliers. Provide annual budgets for utility consumptions, security, cleaning, routine and non-routine maintenance, grounds expenses and major expenditures associated with life cycle replacement of building equipment and systems.

• Perform major storm restoration work and associated drills as assigned.

• Performs other duties as assigned.

• Follows all policies and procedures.

• Monitor corporate financial performance indicators regularly for the assigned business units, such as contribution margin, salary recovery ratio, expense recovery ratio and overhead efficiency ratio; and take steps to adjust the O&M team performance to achieve desired results.

• Be an active member of the local real estate, busines