Supervisor, Facilities Operations

Supervisor, Facilities Operations

Reporting to the Manager, Facilities Operations and Maintenance, this position is responsible for the daily operations of a portfolio of buildings, with functional reporting to each facility client group which has multiple internal clients.

The Supervisor, Facilities Operations is also responsible for many complex and multifaceted tasks involved in the daily operation of the facilities in this portfolio, including plant, HVAC, BAS systems, preventative maintenance program, demand maintenance, coordinating major and minor repairs, fire safety, risk management, health & safety, security and emergency plans.

The Supervisor, Facilities Operations participates in rotation on call 24/7/365, monitoring facilities operations after hours and on weekends.

What Can I Expect To Do In This Role?

As the Supervisor, Facilities operations you will:

• Provide input to managers for annual capital budget and 10 year forecast with respect to (major and minor) capital repairs/replacement;
• Oversee department operational budgets and forecasting, ensuring that purchasing of goods and services are performed to the town's by-laws standards for the portfolio of facilities;
• Assist the Manager with cost estimations and budget projections in addition to providing support with the monitoring of expenditures and ensuring appropriate tracking, reporting, record keeping and documentation of activities, accounts and costs;
• Manage JD Edwards program (town's asset management program) for preventative maintenance and minor repairs to the portfolio facilities;
• Working closely with Asset Management staff to ensure quality control and data integrity of the asset registry for capital replacements (buildings);
• Oversee and manage preventative maintenance programs for the portfolio; prepare purchase orders for facility related work to be done by outside contractors; obtain quotes and approve work; continuously monitor contractor performance to verify work is being done correctly and efficiently;
• Manage (minor) maintenance and repairs projects in the areas of painting, carpentry, plumbing, HVAC and electrical to be performed by outside vendors and/or facility staff or contracted staff;
• Act as liaison and point of contact for capital projects (major repairs) to be performed by Capital Projects staff;
• Ensure that preventative maintenance, repairs and capital projects meet corporate standards and guidelines for accessibility and sustainability (based on town's Guidelines for Design of Accessible Facilities and Sustainable Design Guidelines);
• Interpret programs and policies on departmental and corporate level and monitor progress and compliance;
• Supervise permanent, contract and part time facilities operations staff; organize facility related work requests and projects, and assign work to staff; recruit, train and develop staff, including performance evaluations;
• Monitor and champion energy management initiatives for various assigned facilities;
• Ensure safe maintenance of all plant, machinery and fixed installations including architectural, electrical, mechanical, water, heating, fire and air conditioning systems;
• Implement and oversee all building-related programs and procedures to ensure facilities are clean, safe and in good repair;
• Participate as a certified member of the facilities Health and Safety Committee and work with the town Health-Safety and Wellness Consultant to design and implement solutions to facility related issues;
• Train and develop facilities staff and facility related contractors on safe work practices as they relate to the Health and Safety Programs;
• Oversee the maintenance of the up-to-date health and safety records as required (i.e. - MDS sheets, WHMIS documentation, asbestos management, First Aid kits, fire extinguishers, inspection reports, etc.);
• Monitor new legislation for asbestos management, fire code changes, and other standards;
• Participate in rotation on call 24/7/365; monitor portfolio facilities after hours and on weekends; monitor extreme adverse weather conditions such as snow storms, high temperatures and smog alerts;
• Establish summer and seasonal work programs startups/shutdowns and maintenance of the facility in collaboration with the Facility Manager/Supervisor;
• On a rotational basis will provide management support for all corporate properties. Leased properties, libraries, fire halls, community centre's, arenas and outdoor pools;
• Respond to, investigate and follow up with inquiries/requests for service/complaints from the general public, residents, emergency services, other departments, senior management and members of council;
• Perform other duties as assigned.

How Do I Qualify?

You have a diploma in Recreation & Leisure Studies or a post-secondary diploma or degree from a recognized institution in Building Sciences or related program. Successful completion of recognized courses in Mechanical, Electrical Technology (may possess a CET certification), Facility/Operations Management, Occupational Health and Safety, Risk and general management would be an asset. Your formal education is augmented by progressively responsible positions that have resulted in outstanding leadership complemented by a highly developed understanding of municipal government and service delivery.

• A wide range of demonstrated experience in the following areas is also required: Asset Management; Client Relations; Applicable legislation, codes and acts (i.e.: OHSA, Building and Fire codes, AODA); Building Condition Assessments; and Departmental management (i.e.: people, budget and capital forecasting).
• You possess excellent organizational, analytical, contract administration and budgetary skills, in addition to highly proficient verbal and written communication abilities as well as project management skills.
• Well-developed time management skills are required to provide a high level of consistent and excellent customer service.
• You have a working knowledge of building technology, HVAC, BAS systems, building systems servicing, preventative maintenance computerized programs.
• You have experience in supervising construction and repairs.
• Experience in all facets of Building Operations including Arenas and Pools and possess a strong mechanical aptitude.
• Knowledge and experience in all of the following, would be considered an asset: LEED accreditation; training with energy management, electrical, plumbing, construction proficiency, and security/fire system experience.
• Successful completion of the Basic Refrigeration and Pool Operator's Course is required.
• You must possess a valid Ontario driver's license and provide reliable transportation in order to properly perform the duties of this position.
• Please note that successful candidates, who are new hires and/or who have not performed in this position previously will be required to provide a satisfactory criminal record check, vulnerable sector screening dated within the last 30 days as a condition of employment.

Core Knowledge Required for Success You are an experienced leader with a comprehensive knowledge of:

• Day-to-day facility supervision as well as managing facility based capital project and purchases;
• Facility administration; current and future policies, practices, trends, technology and information relating to the recreation industry;
• Government decision making processes;
• Common word processing, spreadsheet, email and database management techniques.

In addition, your experience demonstrates the following Supervisor leadership competencies:

Strategic Thinking – innovating through analysis and ideas

• Meeting the expectations and requirements of internal and external customers/residents; using feedback to improve services and acting with customer/residents in mind;
• Translating unit direction into concrete activities, developing work plans with a thorough understanding of the functional area and communicating plans with clarity and commitment;
• Seeking clarification and direction from and making effective recommendations to the manager, as required;

Engagement – mobilizing people, organizations, partners

• Being approachable and able to build rapport well; a good listener, sensitive and patient;
• Stepping up to conflicts, reading situations quickly to find common ground and get cooperation;
• Being cool under pressure handling stress well and are a settling influence under pressure in a crisis;
• Writing clearly and succinctly in a variety of communication settings and styles; getting messages across that have the desired effect;
• Promoting collaboration among staff; encouraging and incorporating creativity and learning; providing effective forums for staff to express ideas, views, and concerns individually and as a team;

Management Excellence – delivering results through action management, people management and financial and asset management

• Using resources (people, funding, material, support) effectively and efficiently to get things done;
• Assigning responsibility for tasks and decisions; setting clear objectives, measuring processes necessary to get things done; monitoring process, progress and results, designing feedback loops into work; ensuring work complies with formal procedures and regulations;
• Figuring out the processes necessary to get things done; knowing how to