Facilities Manager

COMPASSIONATE

• INNOVATIVE
• COLLABORATIVE
• STRATEGIC
• SUPPORTIVE

OVERVIEW

A leading, inclusive community-based organization known for being a driving force in supporting individuals and families in the Cambridge Region, Ontario.

They are a housing agency serving a diverse population of all faiths and backgrounds.

MISSION

The Facilities Manager is responsible for maintaining all properties under management and providing supervision, direction and coaching to the maintenance team, staff, contractors and tenants.

The role focuses on ensuring excellent quality of housing throughout the portfolio is provided and routine maintenance is carried out at a high standard.

The role also oversees the programming, budgeting, purchasing, partnerships and projects!

The Pod Group is partnering with this organization to place a strong, determined, and strategic leader to fulfill the role of the Facilities Manager.

PRIORITIES

Maintenance Operations Management

• Supervise, evaluate and empower the maintenance team, by monitoring performance indicators, identifying training needs and driving continuous improvement amongst staff.
• Conduct regular site condition assessments and inspections to determine maintenance and unit refurbishment requirements and to evaluate work performed by contractors, suppliers and staff.
• Oversee annual unit inspection and unit turnover processes for portfolio, ensuring scheduling, key inventory, work orders, purchase orders and reports are completed in a timely manner.
• Establish appropriate communications systems to maintain effective Tenant relations ensuring the care of units and property are respected and that maintenance requests and compliance, maintenance complaints, and maintenance emergencies receive a timely and appropriate response.
• Use designated software to maintain property management database and make recommendations to further develop / customize the organizational software, based on the needs of the housing providers under management.
• Prepare monthly reports and routine reports on maintenance activities and expenditures for the Board of Directors meetings.
• Work with Staff and external contractors to ensure environmentally responsible delivery of all maintenance activities and programs, including janitorial, pest management, snow removal, landscaping, and waste management.
• Assist the team to maintain Tenant files and document legal and Landlord Tenant Board interventions with respect to maintenance related matters in compliance with the requirements of the Housing Services Act and Residential Tenancies Act.

Attend the Landlord Tenant Board as required.

Other duties as assigned.

Maintenance Strategic Leadership

• Oversee the ongoing development and implementation of the preventative maintenance programs and recommend revisions to existing maintenance policies alongside the Executive Director.
• Oversee and support the administration of capital projects and budgets, and annually develop a rolling five-year capital plan in collaboration with the Executive Director and Board of Directors.
• Support and participate in emergency planning, and the implementation of the Emergency Management Plan as per the housing provider policy.
• Identify initiatives and make recommendations that will increase non-rental revenues, reduce utility consumption, and improve the sustainability, while maintaining the affordability of the housing provider portfolio.
• Oversee purchasing processes for annual maintenance contracts and capital projects, including processing payables and receivables, issuing invoices, and following through on payments.
• Alongside the Executive Director, lead the Joint Health and Safety Committee and participate in leadership team meetings, workgroups, committees and initiatives.

Requirements

TALENTS & EXPERTISE

• A degree or diploma in Facilities Management, Property Management, Engineering, Business Administration, or a related field.
• Certifications such as Certified Facility Manager (CFM), Facilities Management Professional (FMP), Building Owners and Managers Institute (BOMI), Real Property Administrator (RPA), Facilities Management Administrator (FMA) or Joint Health and Safety Committee are considered an asset.
• 5+ years experience in facilities management, property management, or a related field, preferably within the non-profit sector.
• Proven experience in managing residential properties, including maintenance, renovations, and tenant relations.
• Experience with budgeting, financial reporting, and managing vendor contracts including analyzing financial reports.
• Knowledge of building systems (HVAC, electrical, plumbing, and structural maintenance) and familiarity with building codes, safety regulations, and environmental standards in Ontario.
• Knowledge of accessibility standards and guidelines, particularly the Accessibility for Ontarians with Disabilities Act (AODA).
• Proven leadership skills to manage a team of maintenance and support staff.
• Excellent communication and strong interpersonal skills to effectively interact with tenants, staff, contractors, vendors and stakeholders.
• Strong project management skills with an ability to make informed decisions under pressure and prioritize multiple tasks in a dynamic environment.

THE POD GROUP

The Pod Group (PG) is a creative consulting group that provides customized and innovative solutions to support our client’s growth and ultimate success while promoting the integration of equity, diversity, inclusion and belonging in creating culture and engagement.

We balance strategy and people to help community organizations make better use of their resources by focusing on building the competencies to promote people-centric organizations.

The Pod Group has great success in serving a number of community sectors, including health, social services, developmental, housing, mental health, and community health care.

We promote a unique approach while incorporating marketing and human resources as an integral component of strategy, mission, and vision.

This focus aligns strategy with the development of a culture that embraces all stakeholders and a community spirit while ensuring an effective plan that meets the requirements of the organization.