Operations Manager
3 months ago
**About**
Reception House is a non-profit, community-based organization that delivers quality settlement, integration and support services to government-assisted refugees (GARs) in Waterloo Region. Since 1987, Reception House has assisted thousands of refugees rebuild their lives in Canada through specialized programs and services designed to help them become established in their new communities.
We currently have an exciting opportunity for a full-time permanent Operations Manager on our Administration team. The Operations Manager will be responsible for ensuring that all facilities are well-maintained, safe, and in compliance with relevant legislation. The Operations Manager oversees office management, facility maintenance, utilization, procurement of facility-related inventory, and directly manages the Operations Team.
**What you’ll do**:
- Create, develop, and implement a comprehensive procurement policy, with a focus on ethical sourcing, cost-effectiveness, and promoting supplier diversity, aligning with the organization's mission and goals.
- Managing overall procurement and inventory to ensure that supplies, services and equipment meet the needs of various programs and initiatives.
- Ensure that all RH facilities are well-maintained, safe, and in compliance with relevant safety standards, guidelines, by-laws, and appropriate legislation.
- Oversee total office management, ensuring all areas of the office space are well maintained and efficient.
- Act as a management representative on the Joint Health and Safety Committee (JHSC) to help ensure a healthy and safe work environment, and compliance with legislation and best practices.
- Developing, recommending, and implementing maintenance documented policies and procedures to ensure efficient facility operation and responsible risk management.
- Provide direct management, guidance and coaching to operations team members including performance management.
- Participate in the development of the annual operating budget for facilities and monitor expenses related to maintenance and procurement to ensure financial accountability and sustainability.
- Maintaining and streamlining the vendor and supplier selection process, collaborating with stakeholders, submitting business cases when needed, and negotiating contracts.
- Manage and develop supplier, vendor and contractor relationships including acting as the main contact, ensuring effective communication, monitoring and evaluating performance, and ending the relationship when needed.
- When needed, lead discussions, outline recommendations and develop plans regarding overall facility needs and management, such as space audits, optimal utilization, and redesign or renovations.
- Manage office access for all employees including physical keys, security system, monthly and daily parking passes, and building access fobs.
- Creating and updating reports as needed regarding general operations, ongoing projects, status of inventory, supplies or maintenance.
- Available after-hours (evenings and weekends) when needed for special events to ensure facility obligations are met.
- Other duties as assigned.
**What you’ll need**:
- University degree or college diploma in business, business management, finance/accounting or equivalent work experience in related field.
- Prior people management experience
- Demonstratable project management experience is required.
- Experience reading and negotiating contracts is preferred.
- Experience with facilities management, procurement and sourcing.
- Comfortable working with a variety of tools, resources and materials.
- Project Management Professional (PMP) Certification by PMI is an asset.
- Demonstrated knowledge of Microsoft Office products, particularly (Word, Excel, Outlook and PowerPoint).
- Excellent interpersonal and relationship management skills, and the ability to work with all levels of staff and various external stakeholders.
- Proven ability to organize and prioritize tasks appropriately.
- Ability to effectively negotiate contracts.
- Excellent computer skills and comfortable with technology.
- Demonstrable skills in conflict resolution and de-escalation.
- Ability to work with a high degree of dexterity, tact, and confidentiality.
- Ability to manage issues, varying schedules, and multiple tasks with ease.
- Detail oriented with proven organization and time management skills.
- Strong written and verbal communication and customer service skills.
- Demonstrated ability to lead and manage multiple tasks and competing priorities.
- Critical thinking and decision-making ability that can adjust to various situations and challenges as required.
- Leadership and Team Management skills required.
**Working conditions**:
- Travel between offices and temporary accommodation required.
- Valid driver’s license and access to a car is preferred.
- Comfortable climbing ladders and able to lift 50 lbs as needed, non-repetitively.
- Manual dexterity is required to use com
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