Facilities Manager

We are seeking an experienced and hands-on Facilities Manager to oversee the maintenance, operation, and physical condition of a portfolio of industrial, commercial, and retail properties. The successful candidate will be responsible for ensuring that all properties are safe, operationally efficient, well-maintained, and compliant with applicable codes, regulations, and company standards.
The ideal candidate will have a strong understanding of building systems, HVAC equipment, capital repairs, and preventative maintenance, along with the ability to coordinate contractors, manage operating budgets, and oversee capital improvement projects. This role requires a practical, solutions-oriented individual who can assess building conditions, identify maintenance and repair requirements, and make informed recommendations regarding repairs, replacements, and long-term capital planning.
Key Responsibilities1. Facilities Operations and Maintenance
Oversee the day-to-day operation, maintenance, and physical condition of industrial, commercial, and retail properties.
Conduct regular property inspections to identify deficiencies, maintenance requirements, safety concerns, and opportunities for improvement.
Develop, implement, and monitor preventative maintenance programs for building systems, equipment, and common areas.
Coordinate reactive maintenance, emergency repairs, and service requests to minimize disruption to tenants and property operations.
Ensure building systems and equipment are operating efficiently and reliably.
Maintain accurate records of inspections, maintenance activities, service contracts, warranties, and equipment documentation.
2. HVAC and Building Systems
Demonstrate working technical knowledge of HVAC systems, including rooftop units (RTUs), make-up air units, air-handling units, boilers, chillers, ventilation systems, and associated controls.
Coordinate HVAC servicing, troubleshooting, repairs, and equipment replacements with qualified contractors and service providers.
Review contractor recommendations and quotations to assess the scope of work, proposed solutions, and overall value.
Identify recurring HVAC issues, equipment inefficiencies, and potential system failures, recommending corrective actions as appropriate.
Monitor the performance and maintenance of other building systems, including electrical, plumbing, fire and life safety, and building automation systems.
Review building system deficiencies and recommend repairs or upgrades to improve reliability, energy efficiency, and operating performance.
3. Capital Repairs and Projects
Identify, assess, and prioritize capital repairs, building deficiencies, and major maintenance requirements.
Assist with the preparation of annual capital expenditure budgets and multi-year capital plans.
Coordinate capital projects involving roofing, HVAC replacements, building envelope repairs, parking lots, paving, structural components, mechanical systems, and other major building improvements.
Obtain and review contractor proposals, quotations, scopes of work, and project schedules.
Evaluate repair-versus-replacement options and provide recommendations based on cost, asset condition, expected service life, and operational impact.
Monitor contractor performance, project costs, timelines, quality of work, and compliance with approved scopes.
Conduct site reviews and coordinate project closeout, including deficiencies, warranties, manuals, and required documentation.
4. Contractor and Vendor Management
Source, evaluate, and coordinate qualified contractors, consultants, and service providers.
Obtain competitive quotations and assess proposals for scope, pricing, technical suitability, and value.
Monitor service provider performance and ensure work is completed safely, professionally, and in accordance with agreed requirements.
Coordinate service agreements and maintenance contracts, including renewals, service levels, and performance expectations.
Ensure contractors follow applicable safety requirements, site procedures, and permit requirements.
5. Budgeting and Financial Management
Assist in preparing and managing property operating and maintenance budgets.
Track maintenance expenditures, capital costs, purchase orders, and contractor invoices.
Review invoices against approved quotations, completed work, and contractual terms.
Identify cost‑saving opportunities without compromising building performance, safety, or asset longevity.
Provide regular updates on outstanding repairs, capital requirements, budget variances, and project status.
6. Tenant Relations and Customer Service
Respond to tenant maintenance concerns and coordinate timely resolutions.
Communicate planned maintenance, repairs, inspections, and service interruptions to affected tenants.
Work collaboratively with property management, leasing, accounting, and other internal teams.
Maintain professional relationships with tenants and ensure facilities‑related concerns are handled efficiently.
7. Health, Safety and Regulatory Compliance
Help ensure properties comply with applicable building codes, fire and life safety requirements, occupational health and safety legislation, and environmental regulations.
Coordinate required inspections, testing, certifications, and corrective work.
Identify and elevate safety hazards, building deficiencies, and potential compliance issues.
Maintain records of inspections, incident reports, corrective actions, and contractor safety documentation.
Support emergency preparedness and response procedures, including coordination of urgent repairs and restoration activities.
Qualifications and Experience
Post‑secondary education in Facilities Management, Building Systems, Mechanical Engineering Technology, Building Science, Construction Management, or a related field is preferred.
Approximately 5 years or more of experience in facilities management, building operations, property maintenance, or a related role.
Experience managing or maintaining industrial, commercial, and/or retail properties.
Practical technical knowledge of HVAC systems, mechanical equipment, and general building systems.
Experience identifying, coordinating, and overseeing capital repairs and building improvement projects.
Ability to understand building deficiencies, evaluate contractor recommendations, and assess repair-versus-replacement options.
Experience obtaining contractor quotations, reviewing scopes of work, and monitoring project budgets.
Familiarity with preventative maintenance programs, operating budgets, and capital expenditure planning.
Working knowledge of applicable building codes, health and safety requirements, and regulatory compliance obligations.
Proficiency with Microsoft Office, including Excel, and familiarity with computerized maintenance management systems or property management software is an asset.
A valid driver's licence and willingness to travel between properties as required.
Required Skills and Competencies
Technical aptitude:
Able to understand HVAC systems, mechanical equipment, building components, and capital repair requirements.
Problem-solving:
Capable of assessing deficiencies, identifying root causes, and developing practical solutions.
Project coordination:
Able to manage multiple repairs and capital projects simultaneously while meeting deadlines and budget expectations.
Vendor management:
Skilled in evaluating quotations, coordinating contractors, and monitoring quality of work.
Financial awareness:
Understands operating expenses, capital expenditures, cost control, and lifecycle considerations.
Communication:
Able to communicate effectively with tenants, contractors, consultants, and internal stakeholders.
Organization:
Strong prioritization, recordkeeping, and follow‑up skills.
Hands‑on approach:
Willing to conduct site inspections, investigate building issues, and provide practical oversight of maintenance and repair work.
Performance ExpectationsThe Facilities Manager will be expected to:
Maintain properties in a safe, functional, and well‑presented condition.
Implement effective preventative maintenance programs and reduce recurring equipment failures.
Identify and address building deficiencies before they develop into major operational or financial issues.
Deliver capital repairs and maintenance projects within approved budgets and schedules.
Maintain effective contractor performance and cost controls.
Respond to tenant concerns and operational issues in a timely manner.
Support long‑term asset preservation, energy efficiency, and the reduction of avoidable operating costs.
Reports to:VP of Property Management / Senior Property Manager
Work Environment:A combination of office‑based work and regular site visits to industrial, commercial, and retail properties.
Employment Type:Full‑time
Compensation:Commensurate with experience and qualifications.
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