Capital Asset Coordinator

Job Responsibility:

Summary:

Reporting to the General Manager (or designate), and in accordance with Ballenas' mission, strategic direction, principles and policies, the Capital Asset Coordinator's primary responsibilities are to:

· Play a lead role to maximize utilization and lifespan of the Society's physical assets including buildings, facilities, equipment, and vehicles

· Lead annual capital asset management planning and budgeting, project prioritization, implementation, finalization, and capital asset tracking, including regular reviews and reporting to Senior Leadership

· Develop capital asset management policy and procedure documentation and lead implementation; work closely with Senior Leadership and provide well-informed recommendations for systems and process optimization, and cost-effective enhancements

· Provide procurement and purchasing functions working closely with divisional teams and Inventory Clerk; work with existing/locate new key suppliers and negotiate purchase agreements ensuring products and materials meet Ballenas specifications

· Provide other related duties as assigned

Specific Duties and Responsibilities Based on Key Competencies:

Problem Solving/Judgement

Ø Responsible for the capital asset expenses of Ballenas properties; work closely with maintenance and operations teams to ensure fiscal responsibility, including drafting budgets and capital expenditure plans to ensure long term viability of assets, regularly monitor and report financials to CFO to assess performance against budgets, and address budget variances

Ø Monitor and manage all property management programs, budgets, contracts, and contracted services; develop and/or review and negotiate contractor/consultant service agreements to ensure appropriate scope, timelines and cost-effectiveness

Ø Work with maintenance and operations teams to develop and manage planned maintenance program requirements to ensure fixed assets achieve useful life, are in a constant state of good repair, and align with prevailing environmental and safety standards

Ø Regularly visit properties to assess general physical condition of building systems, custodial, and grounds maintenance to project annual maintenance, repair and replacement costs and submit to GM/CEO, submit expenditure/purchase requests for approval to GM, coordinate with contractors and Senior Maintenance staff on approved scope, budget and timely completion of budgeted capital improvements, provide financial reporting to GM and CFO

Ø Prepare quotes, proposals and purchase terms and conditions from suppliers; create purchase orders for GM review and maintain records including spent levels, paid invoices, goods delivered, product and raw material quality, oversee current inventory and future order scheduling, analyze and monitor vendors and suppliers, and record performance

Commitment to Safe Work Practices

Ø Collaborate on crisis and emergency response planning and lead plan implementation; confirm staff compliance with all WorkSafeBC regulations, Society policies and procedures; ensure staff observe all security protocols and emergency procedures

Ø Commit to well-being of self and others through adherence to WorkSafeBC regulations and Ballenas safety procedures; immediately report any non-compliance, or incidents of injury and accident to the General Manager

Ø Utilize task-appropriate personal protective clothing and equipment (e.g. eye protection, ear protection, particle masks, gloves)

Ø Recognize and appropriately respond to emergency situations in accordance with Ballenas policies and procedures

Teamwork and Client Service

Ø Establish and maintain engaging, positive, and productive working relationships with staff, residents, stakeholders, and vendors

Ø Oversee professional communications and interactions with residents to ensure excellence in service delivery; role model effective information seeking, active listening to enhance understanding and provide appropriate responses

Ø Participate in on-call rotation for after-hours maintenance emergencies

Personal Effectiveness

Ø Collaborate on the development of clear, effective, and consistent capital asset policies and procedures

Ø Demonstrate commitment to continuous learning, flexibility, and accountability to the Society, as well as to the well-being of self and others

Ø Lead by example to promote a strong organizational culture, including positive communication, ethical commitment, workplace safety and work/life balance

QUALIFICATIONS

EDUCATION AND EXPERIENCE

o Degree in a related field plus a minimum of 3 years' experience in multi-discipline property and project management, including:

o Experience managing complex operations with multiple vested stakeholder interests

o Experience with financial accountability, budget management, enhancement strategies, policy and procedure development

o Demonstrated experience working with vulnerable populations including seniors and persons with varying abilities; experience working in non-profit/charitable societies an asset

o Advanced computer experience including MS Office, property management software, purchase/work order systems, and cloud-based programs

KNOWLEDGE, SKILLS, AND ABILITIES

o Strong communication skills; person-centred ability to effectively collaborate with a variety of stakeholders; proven abilities in negotiation and conflict management

o Working knowledge of property management, property maintenance, construction and building structures

o Excellence in client service delivery and crucial conversations; flexible, objective and open-minded approach to a variety of resident lifestyle conditions

o Exceptional strategic thinking, analytical, organizational, time-management, judgement and problem-solving abilities

o Political acuity to recognize and respond in a timely manner to issues and risks which may have an impact on the Society, residents, and stakeholders

o Working knowledge of safe work practices and all relevant legislation

OTHER REQUIREMENTS

o Passing a Criminal Record/Vulnerable Sector Check

o Valid Driver's Licence and Clean Driver's Abstract; access to reliable vehicle

o Willingness to travel, and work occasional evenings and weekends as required

o Fast-paced work environment with some strenuous physical demands

Job Types: Full-time, Permanent

Pay: $33.00 per hour

Expected hours: 35 - 40 per week

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• Vision care
• VRSP

Schedule:

• Monday to Friday

Application question(s):

• Do you live in Nanaimo?

Education:

• Bachelor's Degree (required)

Experience:

• Property/Project Management with financial accountability: 3 years (required)

Licence/Certification:

• Driving Licence + access to reliable vehicle (required)

Work Location: In person

Application deadline: 2024-07-19Expected start date: 2024-08-06