Office & Facilities Services Manager

Join to apply for the Office & Facilities Services Manager role at The Association of Professional Engineers and Geoscientists of Alberta (APEGA) Reports to: Director, Business Performance Want to be part of a team that makes a difference? Come be part of the change. Since 1920, APEGA has been regulating the practices of engineering and geoscience to serve the public interest in Alberta. We are looking for energetic people who thrive in a dynamic, fast‑paced, and challenging environment. You are committed to serving the community with integrity, accountability, and innovation, and capable of delivering exceptional service. If you reflect these values, have the knowledge, skills, and abilities to make a difference through your work, and are passionate about acting in the best interest of public safety – then come be a part of our diverse and inclusive team Position Summary Reporting to the Director, Business Performance, the Office & Facilities Services Manager is responsible for the operational management and day‑to‑day implementation of Office Services initiatives, programs, policies and projects that will enable APEGA to meet its strategic and operational goals. This role is responsible for the health and safety of the APEGA office to create a productive and engaging work environment, including office design, furnishings, and leasehold improvements. This role works with contractors as necessary for construction, facility management and business support services. This role is responsible for the management of office operational services; it includes a conference facility, meeting services, catering, site security, mail and print services, key elements of the Occupational Health and Safety (OHS) program, space planning as well as oversight and maintenance of the facility (nearly 50,000 sq. ft.). The role is accountable for managing the planning for and maintenance of APEGA’s facility under the terms of the lease and property management agreements. The manager is the primary contact with property management, and this role is accountable for the performance of vendors and contractors in the delivery of services or facility maintenance. Financial management of the office leases is the responsibility of the Director, Finance. This role plays a key role in delivering APEGA Service via APEGA’s reception services – supporting registrants, applicants and the public through email and phone service. Working in partnership with other departments, the Office & Facilities Services manager is also responsible for the phone tree and the walk‑in service experience. The role oversees a team of seven administrative professionals and manages the Office Services budgets, both operating and capital. Budget and strategy are established under the guidance of the Director, Business Performance. Responsibilities Directly oversee and ensure that the APEGA site and services are managed and utilized effectively, efficiently, and fiscally responsibly. Oversee and manage site maintenance, including routine and major repairs and services. Oversee maintenance and support for the APEGA facility and equipment necessary to support business operations. Develop maintenance procedures, plan and oversee implementation. Develop space planning requirements and utilization, assess organization needs, research new space or office modifications, prepare recommendations and reports of findings, costs, and options. Plan and oversee all project plans and execution within budget. Liaise with external vendors and property management when evaluating proposals, including detailed review before making recommendations to the Director, Business Performance. Manage implementation of updates/changes related to the workspace booking application (Kadence). Collaborate with the cross‑functional APEGA Service team responsible for first contact with callers and in‑person visitors at the APEGA office. Ensure appropriate resources are available for delivery of exceptional customer service to internal and external clients accessing services such as mailroom, print shop, meeting room preparation and support, catering, front desk, reception or courier services, general email inbox, and service tickets. Manage inventory levels of required products and services (furniture, coffee service, supplies, etc.). Manage on‑site conferences, meetings, and event services, including room set up, catering, audio‑visual support for multiple meeting rooms and the conference centre. Oversee the development and implementation of the Occupational Health and Safety (OHS) Program, ensuring compliance with all relevant provincial and federal OHS legislation and standards. Lead the Health and Safety Committee (HSC) and participate in the OHS Program Team to ensure legislative requirements are met and any issues are discussed and recommendations made to the Director, Business Performance and Director, People Experience. Directly oversee the Office Services team, including recruitment, coaching and mentoring, and performance management of a team of administrative professionals. Establish and report regularly to the Director, Business Performance on key performance metrics, physical assets, and overall site performance. Prepare and oversee the Office Services annual budget (operating and capital) and ensure alignment with APEGA’s Annual Business Plan. Liaise with Executive Leaders, Directors, and Managers to ensure office administrative policies, procedures, and programs meet their needs spectrum. Lead ergonomic assessments, partnering with People Experience as required and support the Director, Business Performance on Health and Wellness programs intersecting with the OHS Program. Establish, document and facilitate training for Fire Wardens and First Aiders to ensure response teams are available for fire or general evacuation, or medical emergencies. Develop and practice drills and emergency response preparedness plan. Coordinate purchasing and maintenance of required supplies such as first aid kits, defibrillators, fire extinguishers and signage; lead regular site inspections to remain compliant with OHS Act. Provide education for employees on health and safety and evacuation procedures. Partner with IT Operations Manager for regular safety audits, incident reporting & tracking, and follow‑up. Core Attributes Exemplifying Integrity Fostering Communication Results Orientation Teamwork Core Leadership Decision Making Functional Creativity and Innovation Managing People Managing Resources Planning and Organizing Knowledge, Skills & Abilities Sound knowledge of business strategic and operational planning processes and considerable knowledge of office services and facilities best practices. Thorough understanding of policies and procedures including budgeting, accounts payable, and facilities management. Solid understanding of facilities contracts and contract management. Thorough knowledge of OHS legislation and code, and office‑based security requirements and LEAD best practices in property management. Solid understanding of delivering customer service in a not‑for‑profit organization. Ability to build vendor, contractor, and property management relationships to serve APEGA well. Ability to establish collaborative relationships and communicate effectively and professionally in providing excellent level of customer service to internal and external clients accessing administrative services. Ability to analyze issues and approaches and effectively problem‑solve and implement solutions (facilities management and space planning). Ability to negotiate contracts and terms of reference in a financially prudent manner. Excellent human relations including coaching, team building, training, and motivation skills. Strong organizational skills. Strong project management and organization skills. Advanced knowledge of Microsoft Office suite. Qualifications Post‑secondary degree in a related field. 5–7 years of progressively responsible leadership roles and facilities management experience in a professional office. Experience in managing and overseeing an Occupational Health & Safety Program would be an asset. Experience in customer service management would be an asset. Certificates in Facility Management, Project Management, and Occupational Health and Safety would be an asset. Equivalencies may be considered. Seniority Level Mid‑Senior level Employment Type Full‑time Job Function Administrative Industries Non‑profit Organizations Closing Date Until successful candidate is found. Thank you for your interest in APEGA. Only those candidates selected for interviews will be contacted. #J-18808-Ljbffr