Facility Operations Administrator

JOB TITLE: Facility Operations Administrator

LOCATION: City Centre Park (1089 Langford Parkway, Victoria, BC)

DEPARTMENT: Operations (Maintenance / Mechanical / Custodial / Ice)

REPORTS TO: Director of Operations

OVERVIEW

Reporting to the Director of Operations, the Facility Operations Administrator is responsible for overseeing the day-to-day administrative and operational aspects of our facilities team. This is a management level role that is responsible for overseeing a large department with multiple competing priorities. It involves supervising and coordinating maintenance, custodial, mechanical, and ice operations staff, ensuring efficient day-to-day operations across all fields and facilities, while ensuring compliance with all safety and regulatory standards. This position will oversee all maintenance, repairs and upkeep of the centre's buildings, equipment, and grounds, including a bowling alley (Langford Lanes), West Hills Arena (ice surface), Eagle Ridge Community Centre, PlayZone (indoor climbing structure), mini-golf course, large outdoor patio (Patio 37), two artificial turf fields (Starlight Stadium and Goudy Field) and a sports bar/restaurant (City Centre Grille). In addition, this role is responsible for coordinating set-up and take-down for programming and special events, as required.

The ideal candidate for this role will demonstrate exceptional expertise in business administration, team leadership, project coordination, and performance management. This will be responsible for overseeing daily facility operations, optimizing workflow, and ensuring efficiency across all facility-related functions. With a strong ability to direct workflow, respond to emergent challenges, and implement strategic improvements, this individual will foster a collaborative work environment that drives productivity and success.

Additionally, the Facility Operations Manager will excel in cross-functional communication, problem-solving, and decision-making. They will enhance workflow efficiency, elevate performance, maintain compliance with regulations, and develop innovative solutions that support organizational goals. Adaptability, attention to detail, dynamic leadership, and a commitment to excellence will be essential qualities for success in this dynamic role.

Business administration, project management, and staff supervision are significant components of this role. Familiarity with the Microsoft Office suite of programs (Word, Excel, etc.) and other related software is essential.

This is an excellent opportunity for a dynamic individual passionate about team development, procedural refinement, and operational efficiency. The Facility Operations Manager will play a crucial role in building a cohesive, high-performing team, establishing effective processes, and identifying workflow improvements that enhance productivity. Additionally, they will focus on strengthening the team's capacity through mentorship, collaboration, and forward-thinking strategies that align with organizational goals.

This position is primarily office-based and requires significant desk work, including workflow optimization, scheduling, and administrative oversight. Prior mechanical/technical knowledge is notrequired. Approximately 70% of the responsibilities take place in an office setting, while 30% involve following up on task completion across the complex.

Prior supervisory/managerial experience is preferred.

TYPICAL DUTIES AND RESPONSIBILITIES:

Scheduling & Coordination

- Oversee and coordinate the activities of the facility operations team, which includes maintenance, custodial, mechanical, and ice operations staff. Responsibilities include developing and managing schedules to ensure the timely completion of tasks, organizing and executing projects (outdoor ice rink set-up, etc.), and addressing emergent priorities efficiently. This role requires strong collaboration and communication skills to align team efforts, monitor progress, and maintain high standards of performance and operational excellence across all areas of responsibility.

- Coordinate maintenance and minor repairs for all facilities, sports fields, and mechanical equipment. This includes developing maintenance schedules, overseeing repair tasks, and promptly addressing any issues as they arise. Additionally, the role involves liaising with third-party vendors to arrange specialized services and ensuring timely completion of vendor-supported repairs and maintenance activities.

- Oversee and coordinate all general maintenance tasks across all facilities to ensure a well-maintained, functional environment. This can include the coordination of painting, light replacement, video game repairs, carpentry, equipment maintenance, and plumbing/electrical tasks. The role involves assigning duties to appropriate team members and ensuring the timely completion of assigned tasks. Additionally, it requires monitoring the condition of facilities, identifying areas in need of repair, and implementing solutions to uphold operational standards.

- Oversee and coordinate the daily maintenance of all ice surfaces, including a permanent indoor ice rink and a seasonal outdoor ice pad. This includes developing a strategic plan to ensure that optimal ice surface conditions are achieved and maintained, while ensuring the safe and efficient operation of the refrigeration plant.

- Coordinate snow removal from facility sidewalks and emergency exits, as required.

- Coordinate all aspects of pre-and post-event set-up/take-down across the complex.

Administration & Records Management

- Direct and oversee the development and implementation of departmental policies, procedures, and administrative processes. This includes working collaboratively with team members to identify areas for improvement, establishing departmental best practices, and ensuring alignment with organizational goals. Responsibilities involve creating clear documentation, providing training and guidance to staff on new procedures, and monitoring the effectiveness of implemented policies. The role also requires staying updated on relevant industry standards and regulatory requirements to ensure compliance and continuous improvement of departmental operations.

- Daily, verify timesheets for all members of the Operations team to ensure that they are accurate and address any issues that are identified.

Compliance

- Ensure full compliance with all City Centre Park safety protocols, procedures, regulations, and standards. This includes regularly reviewing and updating safety procedures, conducting compliance audits, overseeing staff training, and ensuring that all staff adhere to established expectations.

- Ensure that all facilities and fields within the complex adhere to established safety and risk management standards. This includes conducting regular audits and inspections to identify potential hazards, coordinating necessary corrective measures, and implementing preventative strategies to minimize risk.

- Perform routine inspections of all facilities to assess safety, optimize workflow, and identify any facility-related operational needs that need attention. This includes ensuring the completion of daily, weekly, monthly, and annual checklists across the complex, promptly addressing and prioritizing any emergent concerns, and ensuring that the facility is consistently positioned for operational excellence.

Budgeting

- Lead the annual capital budget planning process for the operations department, ensuring alignment with organizational objectives and financial goals. This includes identifying priorities for capital expenditures, analyzing resource needs, and preparing a detailed budget proposal for submission.

Personnel Management

- Oversee all aspects of personnel management for a team of operations staff, ensuring a cohesive, accountable, and efficient workforce. This includes providing ongoing coaching and support, addressing performance issues through course correction, conducting regular performance evaluations, and managing all aspects of progressive discipline in line with organizational policies. Additionally, the role involves fostering a positive work environment, encouraging employee development, and aligning staff goals with overall organizational objectives to achieve optimal team performance.

- Cultivate a strong sense of accountability within the team by ensuring that all staff consistently complete the assigned duties in their designated areas of responsibility. This includes monitoring compliance, providing course correction when required, and promptly addressing any performance concerns.

Vendor Management

- Manage the scheduling and coordination of third-party vendors for maintenance, repairs, and other essential services. Responsibilities include ensuring vendors adhere to agreed timelines and expectations, overseeing their activities to guarantee quality and compliance, and providing timely and ongoing updates to the senior management team regarding task completion.

Miscellaneous

- Maintain an accurate and up-to-date inventory of supplies, ensuring proper tracking and documentation to support departmental needs. Responsibilities include managing the timely ordering and procurement of parts and equipment, monitoring stock levels to avoid shortages, and ensuring an organized system for the rotation of parts and supplies. This involves implementing effective inventory management practices, coordinating with vendors for procurement, and regularly reviewing inventory data to optimize usage and reduce waste. Additionally, maintain clear communication with team members to address supply requirements and improve overall operational efficiency.

- Perform additional responsibilities as required, to respond to the evolving needs of the department and organization. These tasks may involve supporting special projects, collaborating with other departments, or addressing unforeseen operational challenges that may arise. Flexibility, problem-solving skills, and a willingness to contribute wherever needed are essential to successfully fulfilling these duties.

REQUIREMENTS

- Post-secondary education in business administration, facility management, leadership, recreation, operations, or related field.

- Strong organizational and time management skills with an ability to optimize workflow in a fast-paced environment with multiple competing priorities.

- Strong project management skills with the ability to prioritize tasks and meet deadlines.

- Excellent problem-solving skills with the ability to think analytically.

- Excellent communication and interpersonal skills.

- A capable leader with a demonstrated ability to effectively develop and manage a high-performing team.

- Proficiency in Microsoft Office Suite.

- Knowledge and understanding of safety policies, employment standards, and relevant legislation (BC Occupational Health & Safety Regulation and WHMIS) is an asset.

- The successful candidate must provide a satisfactory Criminal Reference Check.

WORKING CONDITIONS

This role primarily operates in an office environment, supplemented by routine facility walks to assess conditions, oversee projects, connect with the team, and manage workflow.

DISCLAIMER

This description has been designed to indicate the key responsibilities of the job and the nature of the work performed by employees. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and tasks required of employees assigned to this job.

Job Type: Full-time

Pay: From $70,000.00 per year

Job Type: Full-time

Pay: From $70,000.00 per year

Additional pay:

• Bonus pay

Benefits:

• Casual dress
• Company events
• Dental care
• Discounted or free food
• Extended health care
• Flexible schedule
• On-site parking
• Paid time off
• RRSP match
• Store discount

Flexible language requirement:

• French not required

Schedule:

• Day shift
• Evening shift
• Holidays
• Weekends as needed

Work Location: In person