Facilities Manager

Description

Job Description

Reporting to the Community Manager, the Facilities Manager provides hands-on leadership for the onsite maintenance operation at The Legends Private Residences. The role is accountable for safe, reliable and responsive building operations; supervision of maintenance associates; oversight of mechanical and specialized contractors; incident management; documentation; and operational follow-through in a complex luxury high-rise and mixed-use environment.

The Facilities Manager is expected to combine strong technical judgment with disciplined leadership, clear communication and proactive management. Nordic Mechanical and other specialist vendors supplement the onsite operation; they do not replace the need for onsite facilities leadership, verification, coordination and accountability.

Essential Duties & Responsibilities:

Leadership, Supervision and Coverage

• Lead, schedule, coach and supervise the onsite maintenance team, including clear task assignment, shift handovers, completion verification and performance follow-up.
• Assess employee experience and capability before assigning diagnostic, emergency or high-risk work; ensure junior associates receive appropriate senior or vendor support.
• Maintain appropriate senior facilities coverage throughout core operating hours, including late-afternoon vendor activity and incident response.
• Coordinate schedule changes, early departures, vacation coverage and emergency rotation with the Community Manager.
• Receive operational direction and priorities from the Community Manager and respond promptly to requests, deadlines and written expectations.
• Escalate resource limitations, technical disagreements or competing priorities professionally and in a timely manner.

Building Operations and Preventive Maintenance

• Conduct and document regular inspections of mechanical, electrical, HVAC, plumbing, life-safety, building-envelope, common-area and roof systems.
• Take and record required equipment readings, review trends and identify irregularities requiring investigation or escalation.
• Monitor building automation, fire alarm, sprinkler, security and other operational systems for proper performance.
• Perform or coordinate minor repairs, routine maintenance and preventive-maintenance tasks within the onsite team's approved scope and the individual's qualifications.
• Ensure mechanical rooms, storage areas, hazardous locations and common spaces are maintained in a safe, orderly and presentable condition.
• Maintain emergency contacts, life-safety procedures, fire-safety information and building shutdown protocols.

Incident and Emergency Management

• Take operational ownership of leaks, cooling failures, water interruptions, power outages and other building incidents from discovery through containment, escalation and documented resolution.
• Ensure active incidents are not left unattended or assumed to be transferred until contractor attendance, scope, timing and interim controls have been confirmed.
• Establish immediate containment measures within the team's competence and qualifications and obtain specialized assistance when required.
• Keep the Community Manager informed of risk, resident impact, contractor status, interim controls and next actions.
• Prepare complete incident records, including chronology, photographs, affected areas, actions taken, responsible parties and follow-up requirements.
• Participate in and schedule after-hours emergency coverage; advise the Community Manager immediately if adequate coverage cannot be provided.

Vendor and Contract Management

• Coordinate Nordic Mechanical and other specialized contractors, including access, scheduling, shutdowns, site safety, work scope and stakeholder communication.
• Review service agreements, contractor reports, proposals, quotations and recommendations to confirm contractual responsibility, urgency, completeness and operational impact.
• Verify contractor attendance and work completion, track deficiencies and repeat service calls, and escalate unresolved items.
• Maintain contractor performance records, warranty information, service reports and equipment documentation.
• Provide the Community Manager with concise technical summaries, options, risks and recommendations rather than forwarding vendor information without analysis.

Documentation, SOPs and Asset Management

• Develop, maintain and regularly review complete building-specific standard operating procedures, emergency procedures and shutdown protocols.
• Maintain accurate work-order records, inspection logs, reading logs, shift handovers, deficiency trackers and preventive-maintenance schedules.
• Maintain a complete tool and equipment inventory showing quantity, location, condition, ownership and required check-in/check-out controls; perform documented periodic audits.
• Track recurring failures, deferred maintenance, lifecycle concerns and opportunities for operational improvement.
• Support capital planning, budgeting and tendering by preparing scopes of work, obtaining quotations and providing technical recommendations.
• Maintain records in the approved electronic systems so information is accessible, current and suitable for audit or management review.

Mixed-Use and Stakeholder Coordination

• Coordinate with hotel operations and other mixed-use stakeholders where systems, shutdowns, incidents, access or contractor work may affect more than one component of the property.
• Assess cross-property risk and communicate potential impacts before work proceeds or when an incident may affect shared systems, hotel areas or commercial operations.
• Provide professional and responsive service to residents, Board members, hotel representatives, contractors and fellow associates.
• Support the Community Manager with accurate technical information for Board reporting and governance decisions.

Key Success Measures

• Urgent incidents are contained, escalated and followed through to documented resolution.
• Maintenance associates are properly supervised, scheduled and supported according to their capability.
• Contractors are managed against scope, timing, quality and contractual responsibility.
• SOPs, inventories, logs and work records are complete, current and usable by another qualified person.
• The Community Manager receives timely, accurate and recommendation-based operational information.
• The property maintains reliable coverage, professional service standards and a proactive maintenance culture.

Knowledge, Skills & Proficiencies

• Minimum five years of progressive experience in complex high-rise residential, hotel, commercial, institutional or mixed-use building operations.
• Demonstrated experience supervising maintenance employees, setting expectations and verifying work quality and completion.
• Strong practical knowledge of HVAC, plumbing, pumps, boilers, cooling systems, electrical systems, building automation and life-safety equipment.
• Demonstrated experience managing building emergencies, contractors, service agreements and technical deficiencies.
• Ability to interpret mechanical drawings, technical reports, equipment manuals, service recommendations and quotations.
• Proven ability to prepare clear SOPs, incident reports, operational summaries, scopes of work and deficiency trackers.
• Strong judgment, accountability, organization, time management and follow-through.
• Excellent written and verbal communication, customer service and stakeholder-management skills.
• Proficiency with Microsoft 365, including Outlook, Excel, Teams and SharePoint; experience with work-order, digital inspection and building-automation systems is preferred.
• Valid Class 5 driver's license and reliable transportation.
• Working knowledge of occupational health and safety requirements, WHMIS, building codes, fire codes and applicable regulatory standards.
• Fifth-Class Power Engineering certification is required but Fourth-Class Engineering is strongly preferred; equivalent building-operations credentials will be considered.
• Availability to work outside normal office hours and respond to emergencies as required.

Education & Experience:

• Grade 12 diploma or equivalent at minimum; post-secondary technical education is preferred.
• Five or more years of relevant building-operations experience, including meaningful exposure to physical plant operations, HVAC, plumbing, electrical and fire/life-safety systems.
• Previous experience developing, tendering and administering service contracts is preferred.
• Previous experience managing people and setting performance objectives for a maintenance program is required.

The Successful Candidate

• Acts with ownership, professionalism and sound judgment.
• Is proactive, organized and comfortable making timely operational decisions.
• Understands the difference between immediate containment, onsite maintenance and work requiring a qualified specialist.
• Leads respectfully while maintaining clear accountability and standards.
• Communicates risks and recommendations clearly to the Community Manager.
• Adapts well to change and works collaboratively with residents, staff, contractors and mixed-use stakeholders.
• Maintains a high standard of service, documentation, safety and property care.

Physical Requirements / Working Environment:

• Regular phone, computer and face-to-face communication.
• Frequent walking, standing, stair use, crouching and access to mechanical and roof areas.
• Ability to lift and move objects up to 30 pounds, with reasonable accommodation where applicable.
• Hours outside the normal office schedule may occur, including evenings, weekends and holidays, based on business and emergency needs.
• The schedule is subject to change based on operational requirements.

Tools and Equipment

• Computer, mobile communication equipment and general office equipment.
• Building automation, work-order and digital inspection systems.
• Ability to travel locally or obtain materials may be reasonably required for business purposes; use of a personal vehicle, where applicable, will be subject to company policy.
• Basic handheld tools supplied by the Facilities Manager, as agreed with FirstService Residential.
• Power tools, specialized equipment and consumables supplied as approved by FirstService Residential and the Corporation.

Disclaimer

This description indicates the general nature and level of work performed within this classification. It is not intended to be a comprehensive inventory of all duties, responsibilities or qualifications. Management may assign or reassign schedules, duties and responsibilities based on operational needs. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of the role.

Automated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel national_recruiting@fsresidential.com.

Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at national_recruiting@fsresidential.com; we will respond in accordance with Local Law 144, within 30 days.