ASSET MANAGEMENT PLANNING CONSULTANT

Job ID: 62787

Job Category: Buildings, Property Operations & Real Estate

Division & Section: Corporate Real Estate Management, Asset Management & Building Permits 

Work Location: Metro Hall, 55 John St, Toronto, ON M5V 3C6 

Job Type & Duration: Full-time, Temporary, 12-month vacancies 

Salary Range:  $105,241 - $146,191 

Hiring Zone: $110,411 to $119,709  

Shift Information: Monday to Friday, 35 hours per week   

Affiliation: Non-Union  

Number of Positions Open: 3. These positions will focus on 3 different areas:  

1. Real Estate Portfolio Decision-making 

1. Risk Management in Lifecycle Processes 

1. Planning in Lifecycle Processes for High-Profile Sites 

The Corporate Real Estate Management (CREM) division is responsible for the operational day-to-day stewardship and planning of the City’s real estate assets. The division’s mandate is to provide efficient real estate service delivery city-wide, manage City assets through their lifecycles and implement strategies to use City real estate effectively to deliver on City of Toronto objectives. 

The Life Cycle Asset Management Unit integrates work across CREM service lines to provide long-term stewardship of City facilities to drive sustainability and realize value from the City’s real estate assets over time. 

Reporting to the Manager, Facilities Lifecycle Asset Management, the Asset Management Planning Consultant (AMPC) will advise on and execute the daily tasks to enhance asset management services to CREM. As an asset management subject matter expert, the incumbent provides strategic advice to senior management on portfolio and capital planning, budget coordination and preparation, key field research and business processes related to asset management.  

The Asset Management Planning Consultant will provide a full range of asset management services to Corporate Real Estate Management (CREM) through the review of business processes, systems and reporting. They will also provide strategic advice to senior management on portfolio and capital planning, budget coordination and preparation, key field research and business processes related to asset management, and resource allocation. 

Major Responsibilities: 

• Implements detailed plans and recommends policies/procedures regarding program specific requirements. 

• Conducts research into assigned area ensuring that such research considers developments within the field, corporate policies and practices, legislation and initiatives by other levels of government. 

• Provides input into and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations. 

• Undertakes detailed analysis and recommends which services need to be supported over the long-term. 

• Works with management in the development and maintenance of asset management frameworks, including business processes and tools for budgeting, prioritization, risk analysis, and lifecycle costing. 

• Establishes current and future measures, and service levels and performance targets for City assets, including processes to collect, input and track information. 

• Reviews infrastructure data and corporate plans, aligning asset management frameworks with strategic planning. 

• Assists City divisions, agencies, and corporations to ensure that service providers are maintaining infrastructure asset inventory and applying lifecycle management and financial strategies for asset management planning. 

• Works with senior management to evaluate the work performance of external service providers and provides oversight with respect to quality, timelines, cost and completion of required tasks. 

• Establishes business process mapping exercises with key partners and senior management to identify and resolve any gaps and recommends opportunities for improvement and/or process innovation regarding resource reallocation. 

• Develops plans to aid in harmonizing/optimizing work plan practices and identifies inefficiencies within the functional group, including analysis of staff gearing ratios, resource workloads and workload allocation related to asset management functions and processes. 

• Prepares confidential reports on program and service delivery changes, systems, processes, and practices that may affect staffing levels and organizational effectiveness.  

• Identifies and leads process improvements to advance asset management policies, strategies, and decision frameworks in line with the Division's long-term goals. 

• Provides data to support the Division's capital budget based on state of infrastructure, life-cycle analysis, levels of service, risk analysis, conformance to current standards, repairs, and maintenance records. 

• Undertakes complex financial analyses related to divisional programs and makes recommendations to senior management in business methods, processes, program changes and divisional priorities including opportunities for efficiencies and savings. 

• Conducts maturity assessments and recommends improvement strategies that assist in long-term continuous improvement activities, including monitoring and progress reporting. 

• Performs computer modeling to predict asset conditions, remaining serviceable life and optimal rehabilitation strategies. 

• Gathers lifecycle cost information, model scenarios and identifies infrastructure gaps to inform decision-making. 

• Coordinates enhancements to risk frameworks and makes recommendations for risk assessments, budgeting and capital plans. 

• Reviews data requirements for various reports, corporate dashboards and infrastructure renewal programs, and recommends changes to data collection processes, whether internally or as a recommendation to senior management, to be directed to service providers.  

• Communicates data insights through visual depictions such as maps, charts and dashboards for partners. 

• Provides recommendations to senior divisional management on service optimization and streamlining of business processes that could result in alternate service delivery methods, contracting out and adjusting staffing levels, downsizing or resource reallocation. 

• Monitors in-year operating and capital budget adjustments and position adjustments.

• Develops business cases to document and support changes in budget and charges to clients. 

• Develops reports for senior management related to staff/resource requirements/allocations, financial and operational plans, alternate service delivery and supporting recommendations on changes in business processes.

• Develops and maintains a catalogue of all the functional group workflow processes and provides support between functional groups. 

• Prepares manuals of documentation related to the functional group practices, including flow charts, protocols, impacts and recommendations. 

• Prepares and leads presentations on asset management initiatives to internal and external groups. 

• Assists in the continuous improvement of corporate asset management for assets owned and operated by the City, including but not limited to City Hall and Civic Centres, emergency response facilities, data centres, service yard facilities, and more. 

• Travels occasionally to visit any of the City’s owned and leased properties so must be willing to travel.  

Key Qualifications 

1. A degree in engineering, architecture, planning, finance, business, or computer science is required 

1. Considerable demonstrated experience in the implementation of asset management strategies and frameworks within a diverse multi-client portfolio. 

1. Considerable experience developing long term capital planning process specific to asset management including capital renewal, replacement and expansion costs. 

1. Experience in supporting due diligence and standardized lease audits. 

1. Experience developing condition assessment and inspection plans, and programs, process and protocols for data collection. 

1. Effective decision-making and analytical skills, demonstrating innovation and results-oriented leadership and a strong customer service orientation. 

1. Effective influencing, negotiating, communication (both written and verbal), and change management skills. 

1. Highly developed sense of discretion, judgement, and political acumen to deal with sensitive and confidential matters, with a commitment to the highest level of ethics, values, and integrity. 

1. Demonstrated leadership skills and ability to work within teams and/or lead teams for various asset management projects.  

A diploma or certificate in Asset Management or Maintenance Management from the Institute of Asset Management (IAM) or other accredited body would be an asset

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.

Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.