Manager Portfolio Operations

Requisition ID: 46296

Organization

Vancouver is consistently ranked as one of the world’s most liveable and environmentally sustainable cities. Recognized among BC’s Top Employers and Canada’s Greenest Employers, the City of Vancouver is seeking colleagues who can help advance our core commitments to exceptional public service, sustainability, equity, and an outstanding quality of life for all residents.

With a strong commitment to being a City of Reconciliation, we invite you to join our dedicated team and become part of an innovative, inclusive, and engaging workplace. A career with the City of Vancouver and within the broader public service, offers meaningful work where you play a key role in ensuring equitable access to services, upholding ethical governance, and supporting the needs of citizens with integrity and dedication.

Main Purpose & Function

The Manager, Portfolio Operations provides leadership to a team of technical and operational staff and oversight to contractors in the delivery of a high standard of operations and maintenance services in support of over 600 civic-owned buildings, building systems and assets in a cost effective manner.

The Manager, Portfolio Operations also manages routine asset upgrading/replacement and other projects in compliance with all regulatory requirements including project scope development, stakeholder engagement and communication strategy, monitoring and control of project spend, document preparation, contractor engagement and project delivery in compliance with the City of Vancouver’s procurement policy.

The portfolio manager works closely with a cohesive management team that includes managers from other business units within REFM and other departments. The role involves extensive stakeholder engagement in the development of civic-wide contracts, including identifying business requirements and outcomes.

Each portfolio manager addresses more complex problems that arise, through site inspection and liaison with contractors and staff to investigate related operating, construction and design issues and identify alternatives.

This is one of three positions reporting to the Associate Director, Facilities Maintenance & Operations. The Manager, Portfolio Operations provides leadership while overseeing all management responsibilities of the reporting unit. This position has a large group (in excess of 100) of staff that report through supervisors.

Other key contacts include the Corporate Management Team (CMT); Boards and City Council; peers across the City of Vancouver who have responsibilities in City facilities; and other related corporate and government agencies.

Specific Duties & Responsibilities

Strategic Planning

• Works with business partners and leadership to understand and anticipate their business needs and develop and implement plans within the reporting unit to achieve assigned goals and objectives.
• Develops strategies, operating plans, targets and measures for unit.
• Provides intellectual leadership and subject matter expertise to senior management across the City of Vancouver.
• Develops strategies and identifies opportunities to optimize service delivery.
• Assesses and develops business case proposals for new or altered service delivery metrics.

Leadership and Management

• Leads the day-to-day delivery of building operations programs, services and activities, ensuring that thebuilding fully supports the occupants' programs in accordance with the building's design intention.
• Develops and implements innovative business solutions, programs and services, provides leadership and oversight on maintenance, repair and operations activities, and collaborates with others on integrated solutions and initiatives across the City of Vancouver.
• Develops and manages reporting supervisors and other staff including selection, training, coaching, performance management and all other people practices.
• Provides career planning advice to staff and creates development plans to help staff achieve their career goals including assigning work which leverages their skills and capabilities and provides them with opportunities for learning.
• Anticipates and analyzes trends in technology and assesses the impact of emerging technologies on the business.
• Creates an environment of collaboration, teamwork and innovation within facilities operations.
• Oversees the scheduling and management of a large group of unionized staff.
• Establishes and maintains effective communication and coordination with other divisions, project teams, and departments, consultants and contractors as well as with different levels of government, outside agencies, not-for-profit organizations, associations and the general public
• Oversees the management of consultants and contractors delivering projects, providing building systems operating system support and out-sourced janitorial service
• Oversees the development of specifications for equipment, services and supplies
• Assists Supply Management in the preparation and evaluation of related acquisitions and recommends award of contracts.
• Oversees the provision of equipment condition updates and informs the Multi-year Life Cycle Replacement Program on recommended future requirements.
• Develops specifications for equipment and supplies and working with Supply Management, advises on bids and recommends award of contracts.
• Plays a critical role in supporting municipal operations in response to emergencies, disasters and other special events. (Referring to EOC and through active membership role in VanTEAM).

Policies and Practices

• Develops and implements procedures, methods, and standards and ensures controls are created and followed to ensure compliance with Occupational Health and Safety and all other regulatory requirements, foster operational efficiency, monitor compliance, mitigate risks, and achieve unit results.
• Develops departmental emergency response plans and responses.
• Maintains appropriate professional designations and up-to-date knowledge of current technology, techniques and tools.
• Develops and maintains building operations standards, policies and procedures for all City buildings within the portfolio.
• Manages service-level agreements within the facilities operations and with external agencies and organizations.
• In consultation with Planning and Development, ensures quality of services and takes corrective action if necessary.
• Develops and maintains Janitorial Services standards, policies and procedures for all City buildings within the portfolio.

Financial Management

• Establishes and administers unit's operating budgets and ensures for cost efficiencies.
• Monitors and reports on operating cost performance and other key performance indicators
• Develops operating cost estimates for new or proposed facilities
• Monitors and reports on budget performance
• Other duties as assigned

Qualifications

Education and Experience:

• Completion of a college or university program in engineering, building construction technology, business administration or a discipline related to facility operation and maintenance. An equivalent combination of technical training and experience in facility maintenance will be considered.
• Considerable experience in providing facilities management or maintenance operations services in acomplex unionized environment (minimum of seven years)
• Experience in cost estimations in building services, preventative maintenance, computerized maintenance engineering and building management.
• Experience managing client expectations and service delivery models

Knowledge, Skills and Abilities:

• Detailed knowledge of buildings systems maintenance planning and operations
• Good knowledge of the applicable collective agreements.
• Good knowledge of WorkSafe BC regulations.
• Good knowledge of Technical Safety BC regulations
• Working knowledge of building construction, plumbing, electrical, HVAC, elevatorand alarm systems.
• Working knowledge of Microsoft Office and SAP applications
• Ability to lead a large group of multi-disciplinary professions and unionized staff in a variety of work locations.
• Ability to develop plans that meet the architectural/technological needs of the organization.
• Incorporates business vision, priorities, strategies, goals, emerging technologies,industry trends, andeconomic viability.
• Ability to converse with, write reports for, and create/deliver presentations to all levels of colleagues and peer groups in ways that support problem solving and planning.
• Skilled in conflict resolution and having the ability to identify potential pitfalls and problems areas.
• Ability to exercise tact and discretion and work effectively within a team environment.
• Ability to develop and implement employee engagement strategies and programs.
• Good working knowledge of Workplace Hazardous Materials Information System (WHMIS) protocols
• Experience in managing client expectations and developing and evaluating alternative service delivery models
• Ability to read and interpret blueprints to facilitate in recommendations and troubleshooting and diagnosing problems
• An Enhanced Reliability Check

Driver’s License and Record Checks:

• A current and valid Class 5 BC Driver’s License and a satisfactory driving record

Business Unit/Department: RealEstate Env & Fac Mgmt (1100)