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Manager, Facilities
1 month ago
Overview
As we move through a period of exciting transformation and organizational change, Professional Engineers Ontario (PEO) has an immediate opening for a Manager, Facilities & Office Services.
Under the authority of the Professional Engineers Act, PEO licenses and governs over 91,500 licence and certificate holders and regulates the practice of professional engineering in Ontario. PEO’s mission is to regulate and advance the practice of engineering to protect the public interest. With a talented, multidisciplinary staff of over 100, PEO’s vision is to be a trusted leader in professional self-regulation.
Position Summary
The Manager, Facilities & Office Services manages the overall facilities at PEO, office services such as mailroom, and courier services; liaises with building management service providers; and manages the security card system. This role will lead health and safety for the organization, the creation of documented processes, an office renovation, accessibility requirements, manage a team, and ensure continuous improvement. The Manager, Facilities & Office Services will also be accountable for creating a clear plan for addressing any gaps in the current state.
Responsibilities
Team Management
- Supervise and lead the office services team of one.
- Ensure the team members are carrying out their tasks efficiently and in accordance with established procedures.
- Review resources to ensure adequate service.
Vendor Management
- Select and manage vendors, contractors, and service providers in accordance with procurement policies.
- Negotiate contracts and ensure services meet quality standards.
- Monitor vendor performance and address issues as they arise.
Financial and Budget Management
- Develop and manage budgets including investigating cost-effective solutions for department.
- In collaboration with departmental heads, develop/enhance an inventory tracking system to monitor the usage of office supplies and timely replenishment.
Operations
- Ensure cost-effective maintenance and operations.
- Promote energy efficiency and waste reduction.
- Lead projects such as– our office renovation, upgrades, extensions, etc.
- Escalation point for facilities issues and parking enforcement.
- Conduct regular inspections, define inspection protocols and criteria, prepare reports on findings.
- Coordinate processing of incoming and outgoing mail in a timely manner
- Preparation of various documents and materials for internal departments such as Finance, Licensing and Registration.
- Continually evaluate the effectiveness of maintenance procedures and programs and make changes to improve quality, efficiency, and effectiveness.
- Own the department mailbox and implement service level agreements.
- Keep the parking registry up to date.
- Manage the access card system, including issuing of cards and running reports as requested.
- Support meetings and events by performing set up and take down of event spaces.
- Assist with the creation and execution of floor and seating plans, including furniture purchases, teardowns and set-ups
- Act as a member of the Health & Safety committee and take the lead on any action items.
- Responsible for the fire warden program and acting as Chief Fire Warden
- Maintain inventory of all supplies and furniture.
- Be on-call after hours for facilities related emergencies/issues.
- Work on special projects as required.
Specialized Skills and Knowledge
Knowledge of:
- Best practices in facilities management.
- Understanding of project management and equipping the team with a relevant skillset.
Skills and qualifications include:
- Post-secondary education and 5+ years’ facilities and office services experience.
- Strong customer service orientation and a willingness to think outside of the box.
- Ability to operate and troubleshoot various office equipment including photocopier, postage meters, etc.
- Excellent interpersonal and communication skills to deal effectively with people and convey instructions clearly.
- Strong leadership skills
- Ability to work on minor maintenance or deficiencies within the office.
- Ability to lift up to 50 pounds safely and move and relocate office furniture.
This is a fully onsite role 5 days a week.
If you are interested in this role, apply by July 21, 2024.
At PEO, we recognize that our people are our best asset, including employees from diverse backgrounds and perspectives. We know life isn’t linear so there may be gaps or ‘nontraditional’ employment and we welcome applications from everyone. Accommodation is available upon request for candidates in all phases of the selection process. Upon acceptance of this role, candidates will be subject to a background check based on role requirements.
Job Type: Full-time
Benefits:
- Casual dress
- Company events
- Company pension
- Dental care
- Employee assistance program
- Extended health care
- Flexible schedule
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care
Flexible Language Requirement:
- French not required
Schedule:
- Monday to Friday
Ability to commute/relocate:
- Toronto, ON: reliably commute or plan to relocate before starting work (required)
Work Location: Hybrid remote in Toronto, ON
Application deadline: 2024-07-21
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