Properties Manager

3 months ago

Vancouver, Canada Coast Mental Health Full time

**Status: Permanent, Full-time**

**Salary Range**:$77,854 - ($97,318 - mid) - $111,915**

**Location: Head Office, Various Sites**

**Schedule: Monday - Friday 8am to 4pm**

**The Role**

We are currently seeking an experienced Facilities Manager to oversee a large and growing portfolio of supported housing and program facilities to complement our team. Working in the Properties team within the Programs and Property division, this role will be responsible for fostering positive and collaborative relations with a unionized team of building operators, as well as staff across the organization, contractors, tenants, funders and other stakeholders to ensure the portfolio is maintained to the highest standard.

This is a multi-faceted role focused on the day-to-day management of property, maintenance, modernization, and improvement management, financial administration, leadership, and tenant management.

Our properties team works closely with our program teams and interacts with a wide variety of mental health clients. We are looking for someone who will model and lead both compassion and a deep understanding of the client-centered philosophy our programs are founded on.

**Responsibilities**
- Facilities Management_
- Manage the Preventative Maintenance and Inspection schedules for all properties and facilities.
- Manage the Properties department Emergency On-Call system.
- Coordinates regular facility inspections, suite inspections, in consultation with the Director of Properties and Development, identifies needs, and prepares plans for building repairs and maintenance.
- Initiates and oversees the preventative maintenance programs to ensure the maximum life expectancy of all properties and building systems.
- Participates in the development of the organizations policies and procedures, as they relate to the Properties department.
- In collaboration with the Director of Properties and Development, liaises with municipalities on issues such as permits and licenses, zoning and by-laws, fire and safety codes and regulated building equipment (e.g. elevators, electrical, mechanical and structural).
- Responsible for the overall management, acquisition and disposition of the department’s vehicle fleet, including overseeing the maintenance and insurance schedules.
- Prepares and provides regular departmental reports and key performance indicators (e.g. budget variance reports, open/closed maintenance requests reports, suite turnover reports, eviction status reports etc.)
- Works with Consultants, Engineers, and Trades.
- Administration & Records Management_
- Develops and maintains accurate and accessible systems for the management of maintenance records, reports and drawings.
- Ensures buildings, tenants, products, warranties, maintenance records and suite information captured in the Records Management Information System and are available to authorized users.
- Provides technical assistance, research and prepares technical and administrative reports and studies.
- Annually review and update department plans.
- Human Resources_
- Oversee the recruitment, training, coaching, supervision and performance of the Properties department staff.
- Provide staff with meaningful, objective and timely feedback on their job performance.
- Determine staffing requirements and responsibility for scheduling to ensure safe and appropriate coverage including vacation and overtime authorization.
- Monitors the performance of staff on an ongoing basis. Completes probationary and regular annual performance reviews with employees.
- Interprets and ensures compliance with the collective agreement. Participates in the grievance process, as a management representative when required. Initiates progressive discipline of managed employees up to and including suspension and termination of employment.
- Ensures payroll and scheduling for the department is completed and submitted to accounting by scheduled due-dates, as required.
- Financial Management_
- Participates and collaborates with the Director of Properties & Development in the development of the annual operating budget for each property.
- Collaborates with the Director of Properties & Development in the annual capital financial replacement reserve plan and budgets for current and future needs of each facility.
- Monitors and controls actual operating costs against budgeted costs and prepare reports that identify budget variances and provides recommendations.
- Reviews and approves invoices and codes to appropriate cost centers.
- Purchasing_
- Initiates, approves and monitors all purchasing activities relating to Properties management.
- Negotiates and standardizes all service level agreements and contracts (e.g. fire protection, security, HVAC, elevators) with specific terms and time-lines to ensure the organizations purchasing power and control over maintenance contracts.
- Safety_
- Maintains awareness of the organizations Health & Safety policies, and applies applicable industry an

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