Operations Manager

8 months ago

Surrey, Canada Phoenix Society Full time

**Title**:Operations Manager

**Location**: Surrey

**Position Status**: Full-Time

**Job Summary**

The Operations Manager provides effective operational and facilities management of Phoenix Society’s multiple campuses to provide a safe and welcoming environment for the Society’s persons served, staff, guests and interested parties. The Operations Manager is responsible for daily oversight of the Society’s facilities and operations including responding to service requests; conducting minor projects, repairs and routine maintenance; procuring goods and services; managing contracts; and managing the vehicle fleet. As a member of the integrated services team, the Operations Manager leads and/or provides support in the following areas: operations and facilities support of the Society’s programs, initiatives and events; asset and inventory management; human resource management and staff development; emergency management and occupational health and safety.

**Organizational Status**

The Phoenix Society is a multi-service agency located in the Lower Mainland of British Columbia dedicated to providing accessible services and opportunities to people who face barriers related to addiction, mental health, housing, education, criminal justice involvement and/or employment.

**Work Performed**

**Facilities Management**
- Direct and plan essential services such as reception, security, maintenance, mail, archiving, cleaning, waste disposal, and recycling to ensure that the campuses meet all health and safety requirements.
- Oversee the housekeeping team to ensure that the facilities are in clean and orderly condition.
- Coordinate regular monitoring and evaluation of the physical plant, the grounds and facilities operations to ensure that safety and operational standards are maintained.
- Develop and maintain an organizational maintenance plan and oversee effective routine preventative maintenance and minor repairs.
- Oversee all physical plant and facility-related service agreements including regular maintenance of building systems, fire inspection, grounds maintenance and snow removal to ensure that the full life expectancy of major building components and equipment is achieved.
- Manage coordination of services, inspections etc. to ensure minimum disruption to persons served, staff, guests and other interested parties.
- Develop and implement building security procedures including administration and allocation of keys, security fobs and swipe cards.
- Input data into intercom security system and liaise with intercom security company and IT for troubleshooting when systems are down.
- Oversee the inventory control system to monitor, procure and dispose of a broad range of facilities and housing equipment, furnishings and supplies.
- Provide facilities support for high profile, culturally sensitive events and initiatives.
- Performs other duties as required.

**Operations Management**
- Represent the Operations team at ad hoc meetings and on internal committees and working groups.
- Participate in the development of annual departmental budget. Approve and monitor departmental expenditures as per Society policy.
- Develop and maintain a list of capital assets including furniture, equipment and space, noting location, departmental allocation, age and condition, for inclusion in the capital and maintenance plans.
- Work with the Director and the CFO to update and action the Capital Plan.
- Work with the Director and the COO in maintaining CARF requirements.
- Oversee an effective risk management and risk reduction program for the Society.
- Respond to, and manage, crisis or emergency situations, including utilities and communication interruptions, fire, floods, break and enters, earthquakes.
- Conduct and document regularly scheduled emergency drills on all campuses as per Society policy.
- Manage and maintain the vehicle fleet as per Society policy.
- Develop and maintain cordial working relationships with community partners, government and regulatory officials.

**Project Management**
- Working with the Director, plan, coordinate and close capital and administration projects.
- Prepare estimates, proposals, schedules and identify resources for service, maintenance and minor capital projects.
- Provide verbal and written updates on project progress and, as appropriate, flag issues and risks, and propose solutions.

**Human Resources Management**
- Model enthusiastic, empathetic, client-focused leadership.
- Support the development of positive working relationships with persons served, staff, and contractors by encouraging a collaborative approach to achieving objectives.
- Assign and delegate work openly and fairly. Encourage and support staff to take on new challenges.
- Foster effective two-way communication by being approachable, transparent, responsive and generously sharing information.
- Oversee the recruitment, coaching, training, professional development, performance evaluation and discipline of direct r

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