Facilities Operations Leader - Maintenance & Systems

Job PurposeThe Manager, Building Maintenance & Operations (“Manager”) is responsible for the first‑line management of the building, and provides coordination and planning throughout the Law Society. This includes the planning, implementation and monitoring of safe and efficient services related to mechanical and electrical maintenance and operations and overseeing various service contracts.The Manager is also accountable for the effective management of employees to facilitate responsive support services to employees across the organization. This includes managing the day-to-day work order management, janitorial services, move management, and ergonomic requests.QualificationsThe minimum level of education required is a post-secondary university and/or college diploma or equivalent, with courses in general mechanical and electrical services, health and safety, fire and building codes.Professional Engineer, LEED AP, and/or IFMA designations with facilities management experience implementing / managing BOMA certification program(s) is desirable.As the Manager is expected to provide hands‑on management, the incumbent is required to have a minimum of 7 years of broad experience with a strong mechanical aptitude and experience, with at least 2 years of supervisory experience in a customer service-oriented environment.Function Related Skills, Knowledge and Abilities
Thorough knowledge of mechanical systems and its associated distribution including, but not limited to, low pressure steam (ENWAVE) and circulating hot water heating systems and forced air heating and cooling systems, their maintenance and operation.Thorough knowledge of electrical systems and its associated distribution including high voltage sub stations, electrical rooms with associated equipment, etc.Thorough knowledge of plumbing systems and its associated distribution including sewage sump pits, boilers, tanks, etc.Thorough knowledge of fire alarm systems and its associated distribution including F/A panels, sprinkler systems, heat/smoke detectors, etc.Proven mechanical ability in assessing and scheduling repairs and service calls for various equipment.Ability to read floor plans and technical drawings (i.E., riser diagrams, schematics, details, etc.) along with excellent reading and writing skills.Thorough knowledge of construction/building materials and their usages.Working knowledge of industry standards and safety guidelines, WHMIS, OHS Act, AODA, Building Codes, Fire Codes, Electrical Codes.Good computer skills, experience in the use of Microsoft Word, Excel, and G Suite (Gmail, Calendar, etc.).Sustainability: Identify and implement initiatives, cost savings, energy reduction and efficiencies with current and new equipment, systems, operations, etc.Working knowledge of a Computer Maintenance Management System (Asset Essentials)Working knowledge of Building Automation Systems (Automated Logic).Speaks and writes in a clear, articulate manner for individual and/or group situations.Valid driver’s license is desirable.
Technical Skills and Knowledge
Familiarity with various software applications, including word processing, spreadsheets and computer assistance drawing programs, e‑mail and the Intranet/Internet.
Key AccountabilitiesClient / Customer Service PlanningPlans and coordinates the service delivery of the Building Maintenance and Operations team to ensure the safe, clean, and efficient operation of mechanical, electrical, plumbing, pneumatic and electronic systems.Collects, monitors, and evaluates utility and waste consumption data to help implement opportunities for operational cost savings, reduce utility consumption, and improve operational efficiencies of building engineering systems.Implements and manages a nationally recognized facility operations certification program to help continuously track and assess building operational efficiency, improve sustainability practices, reduce overall environmental footprint, and lower carbon generation.Evaluates the required maintenance or operational work to be completed within the building and based on the impacted variables (building operations, department operations, costs/budget, time/scheduling, and physical site constraints/logistics), strategically develops a plan which minimizes negative impacts to LSO operations, while considering costs.Evaluates the health and safety risks (dust, odours, noise, fire, flood, etc.) associated with proposed maintenance work, and details the appropriate health and safety measures to ensure both regulatory compliance while addressing any work specific concerns.Oversees various service contracts, including but not limited to, groundskeeping, waste management, office cleaning, office shredding, graffiti removal, elevator maintenance, building automation system maintenance, emergency power testing and maintenance, grease trap removal, backflow prevention inspections, fire safety systems, washroom and hygiene products.In collaboration with the Director, Facilities and Planning and department representatives, assesses the impact of programs related to mechanical and electrical systems, staffing, maintenance projects, budgets, supplies, and legal issues, recommending courses of action.Plans for potential utility outages and troubleshoots to determine faults, and initiate repairs of infrastructure systems.Coordinates and supervises preventative and proactive maintenance and repairs of systems.Receives requests for services from staff throughout the building, assessing feasibility and prioritizing maintenance requests, liaising with clients to ensure that needed support is provided in a timely and efficient manner.Completes work requests, either directing employees, and/or coordinating with external contractors.Prepares Requests for Proposals, interviews, and decides on successful contractors, seeking input and approval from the Director for major contracts.Client / Customer Service DeliveryActively contributes to the secure and safe maintenance, repair and replacement of mechanical and electrical systems.Responds to employee, member and builder users’ related issues and concerns.Monitors contracts and service contractors for compliance with scope, timeline, budget and quality control, and effectiveness of service delivery.Establishes relationships with service providers to maintain service level agreements beneficial to the Law Society.Identifies and implements initiatives for cost savings, energy reduction and improved efficiencies with current and new equipment, systems, and operations, with a commitment to sustainability.Performs daily monitoring and checks, anticipating deadlines and seasonal requirements.Monitors and maintains inventories of supplies, including required purchasing.Keeps accurate and timely logs and schedules.Ensures all services meet relevant codes and standards, including health and safety, WHMIS, and regular inspections, such as fire monitoring and sprinkler systems.Maintains current knowledge and expertise in the area of mechanical services, ensuring a proactive approach to service delivery.Resolves escalated issues related to consultant, supplier, and/or service contracts.People LeadershipHires, develops, and assesses performance of team members in accordance with the policies of the organization and best human resources practices.Fosters a team environment by clarifying team goals, valuing team input, building team member commitment, strengthening the team’s collective skills and encouraging creativity and problem solving.Provides input into departmental issues resolution, vision, and communication strategy.Ensures career development of direct reports by coaching, training and/or mentoring;
conducts performance reviews for direct reports within the department.Supervises day-to-day activities of team performing technical work and ensures quality standards and procedures are followed and met.Provides direction and checks the quality of contractors’ and service providers’ work, negotiating contracts and ensuring cost‑effectiveness and conformance with legal requirements.Financial ResponsibilityOversees the preparation of contract services, quotations from external vendors, and manages team through the execution of each contract.Tracks and reports on utility and contract services expenditures, negotiates contracts with clients and vendors, to ensure cost effective utilization of resources.Responsible for annual expenditure, revenues, and contract negotiations related to external building maintenance service providers.Analyzes budget needs and contributes to the development of the Maintenance and Operations budget process, including forecasts for materials purchases and replacements, services and staffing.Monitors the appropriate budget, taking corrective action on variances.Receives requests for supplies and equipment, conducting purchases within approved budget and guidelines, meeting cost‑effectiveness requirements, and ensuring adequate stock of inventories.Provides support to the Director and assists in budgeting and budget monitoring.Team MembershipIn conjunction with the Director and other team members, contributes to the proactive planning of immediate and longer term departmental, opportunities and initiatives, and works with the team to implement cost-effective, user-friendly solutions.Coordinates and communicates with the immediate team, employees, internal and external clients, consultant, vendors, and contractors throughout planning and execution of maintenance work.
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