Asset Management Specialist

2 months ago

Nanaimo, Canada Ballenas Housing Society Full time

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

- Play a lead role to maximize utilization and lifespan of the Society’s extensive 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

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

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

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

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

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

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

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

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

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

Teamwork and Client Service

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

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

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

Personal Effectiveness

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

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

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

QUALIFICATIONS

EDUCATION AND EXPERIENCE
- Degree in a related field plus a minimum of 5 years’ experience in multi-discipline property and project management leader role, including:

- Experience managing complex operations and building systems with multiple vested stakeholder interests; experience managing direct reports an asset
- Experience with financial accountability, budget management, enhancement strategies, policy and procedure development
- Demonstrated experience working with vulnerable populations including senior

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