Project Manager, Facilities Management

Job Summary :

In accordance with the Mission, Vision and Values, and strategic directions of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

The Project Manager, Facilities Management (FM) is responsible for overseeing and supporting the planning, design and / or implementation of assigned mid-range facilities projects of moderate scope and complexity across Provincial Health Services Authority, including project planning, project management, communications, and contract management. Oversees assigned staff and provides leadership by directing work teams, contractors and consultants as needed on a project-by-project basis.

Duties / Accountabilities :

• Manages the planning and implementation of facilities projects of moderate scope and complexity from the initial planning and design stages through to implementation and completion; provides support by conveying policies and priorities, directing work and ensuring issues are resolved or escalated to appropriate level(s) to meet project deliverables and timelines.
• Functions as the single point of contact for assigned projects. Liaises with various internal and external stakeholders; conveys information and responds to queries, concerns, etc. with respect to project status, design and construction matters; provides frequent clear and concise reports to FM leadership regarding ongoing issues, progress updates, challenges and opportunities
• Carries out project plans according to established FM project methodologies and systems to ensure successful and coordinated completion of project components by facilitating consensus with stakeholders.
• Monitors project charter, plans, budget, scope, schedule, expenditures, client satisfaction and risks; reports on variances and impacts to deliverables, and makes recommendations to FM leadership to mitigate cost overruns, maintain adherence to allocated budgets and timelines, and ensure delivery of a successful project.
• Participates in and / or leads meetings throughout the project lifecycle; seeks input from stakeholders (physicians, staff, Infection Control, Housekeeping, external users, etc.) during all stages of the project.
• Attends and / or leads construction meetings to manage issues, problems, and schedules, and to direct activities as required; ensures PHSA’s interests are represented in resolution of problems; ensures meeting outcomes and decisions are accurately documented and follow-up actions are completed in a timely manner.
• Coordinates and develops project business plans for assigned projects through conducting feasibility studies, analysis and solution development, documentation of the project charter, identifying functional requirements, scope and design concepts, reviewing budgets and implementation schedules to ensure business plans are consistent with user needs and expectations.
• Supports site space planning committees; develops strategies to manage site or organization wide space pressures. Provides recommendations on options to improve the operation, efficiency and effectiveness of impacted business units.
• Manages planning, design and contract preparation by liaising with clinical planners, equipment planners, design consultants and various user groups for assigned projects; reviews schematic designs, design development documents, and working drawings and specs for functionality, attainment of program / facility needs, adherence to technical standards and specifications, efficiency and cost-effectiveness of the design solution, consistency with best practices, energy & environmental sustainability, and building code compliance.
• Signs off on drawings and changes as required and within authorized limits; maintains current copies of drawings, plans, manuals, proposals, etc. for assigned projects; files and / or archives completed project materials in accordance with FM protocols.
• Participates in and provides input on consultant selection and project tendering; administers contracts and oversees performance to ensure that consultants and contractors complete on obligations and deliverables, and that corresponding payments are processed. Arranges for procurement of furniture and minor equipment required to implement projects.
• Liaises with Planning and Engineering Departments of municipalities in geographic areas supported by PHSA to obtain building and other required permits for assigned projects.
• Coordinates and / or advises on potential impacts of work activities affecting site operations; arranges scheduled shutdown of systems, power interruptions, etc. based on operational requirements. Identifies, communicates, and works with appropriate stakeholders to mitigate potential risk management issues.
• Monitors adherence to established safety, infection control and risk mitigation protocols by contractors and PHSA staff during project implementation; reports exceptions to appropriate personnel; takes corrective action as required.
• Leads and / or facilitates operational commissioning and any project-related decanting or moves; supports PHSA leaders in the identification and implementation of operational changes required for successful project completion.
• Provides leadership to other FM staff, including coaching, mentoring and direct supervision on a project-by-project basis as assigned.

Qualifications :

A level of education, training, and experience equivalent to a Master’s degree in Architecture, Interior Design, Engineering or other relevant area with a minimum of five to seven (5-7) year’s recent, related experience managing, leading and directing facilities projects in a complex institutional environment.

Knowledge of capital project planning and implementation processes including design, construction and procurement within current standards, codes, bylaws and regulations. Comprehensive knowledge of project management principles and methodologies. Ability to interpret construction drawings and construction specifications. Demonstrated ability to effectively manage planning, design and construction projects simultaneously. Ability to supervise and provide direction to team members. Demonstrated ability to identify, plan, organize, prioritize and implement projects in a timely manner. Demonstrated ability to work within a dynamic project environment with changing priorities. Demonstrated attention to detail. Ability to operate related equipment including related software applications. Physical ability to perform the duties of the position.