Business Manager, Facilities Management

1 month ago

Winnipeg, Canada University of Winnipeg Full time

The Facilities Management Department at the University of Winnipeg is responsible for the planning, design, construction, and operation of the downtown campus that encompasses over 1.6 million gross sq. ft. within 20 buildings on 15 acres of land.

The** Business Manager is a full-time continuing position** responsible for all day-to-day operations of the Facilities Administration Office, Mail Services and Central Receiving.***

**Responsibilities**:

- Creates and maintains an organized and efficient operation for the centralized support unit of the department.
- Sets customer service standards, performance indicators and ensures a high level of services is provided. Deals with internal and external complaints and inquiries.
- Formulates policy recommendations, develops and implements procedures consistent with current business needs, anticipates future requirements.
- Manages, hires, trains and supervises the work activities of staff.
- Oversees and validates all campus service and cleaning requests in the work order system.
- Approves the issuing of keys and electronic access control credentials to employees and students.
- Acts as a primary contact for Event Services.
- Develops and maintains effective working relationships with University departments and external vendors.
- Manages the department calendars and schedules to ensure coverage and approves vacation time, overtime, sick time and banked time in the HR system.
- Maintains close contact with the department employees and communicates relevant information.
- In consultation with the Executive Director - Facilities, prepares the annual budget for the department.
- Strengthens the department’s internal financial processes, serves as the primary contact for the Accounts Payable and Purchasing departments.
- Tracks purchase orders and invoices, monitors and reconciles the department’s operating budget.
- Authorizes purchase requisitions, invoices, and ensures that all invoices are billed, approved, and paid on time.
- Provides regular reports on the status of accounts.
- Makes financial projections of income and expenses.
- Oversees department expense form authorizations and purchasing card expenditures and reconciliations.
- Oversees the purchase of furniture, uniform, office supplies and cleaning supplies to maintain a proper stock level.
- Keeps records and estimates needs to determine cost saving methods for consumables, implements appropriate cost saving measures.
- Manages contracts and negotiates prices with vendors and service providers.
- Tracks in detail all maintenance contracts and ensures timely and accurate renewals.
- Develops Request for Proposal (RFP) documents for contracts and other buying opportunities.
- Monitoring and receiving of property taxation assessments. Ensures payments of outstanding balances and fees and communicates on discrepancies.
- Coordinates the set-up of the Facilities Management programs and systems, and supervises employees in their on-going implementation and utilization.
- Oversees training sessions and develops training documents.
- Measures and evaluates programs and systems success, validates and translates challenges and opportunities for improvement into procedural or system requirements.
- Approves security settings and security roles for users, ensures all procedures and requirements are adhered to.
- Ensures all manuals are complete and accurate in all material respects, and conform to University standards.
- Develops, maintains and updates content on social media channels.
- Oversees the development and updates to the Facilities website.
- Designs, produces and presents documented reports and presentations to other departments.
- Develops communication strategies with Marketing and Communications.
- Interfaces with counterparts at other institutions.
- Negotiates with, and coordinates the activities of external consultants, contractors and suppliers.
- Manages and plans maintenance projects, and special in-house projects.
- Collaborates on departmental projects, participates in meetings, works on objectives and meets timelines on assignments.
- Assists in developing scope of work documents and request for proposals.
- Researches materials or processes as required for projects.
- Remains abreast of new technologies, and enhances technical and professional knowledge.

**Qualifications**:

- Bachelor’s degree required.
- Demonstrated track record of continual skills upgrading.
- Three years of directly related administrative experience.
- Experience in a supervisory role.
- Two years of experience in program and system development and management.
- Experience working in a University setting it desirable.
- Demonstrated effective program/system management, supervisory and administrative skills.
- Must have the stamina to maintain a hectic work schedule, with the ability to juggle multiple tasks simultaneously.
- Excellent organizational and time management skills, with the ability to manage deadl

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