Project Manager, Facilities

3 weeks ago

Toronto, Canada Vector Institute Full time

***

The Project Manager, Facilities & Integration oversees and manages planning, execution, and coordination of projects and facilities integration for the Vector Institute’s relocation into the Schwartz Reisman Innovation Centre.

In this one-year contract role and reporting to the Director, Human Resources & Corporate Services, you will play a crucial role in ensuring full integration of the Vector Institute's operations in the new facility by effectively managing the overall project, establishing new maintenance and operational schedules, optimizing resources, and ensuring that the new facility meets all regulatory and safety standards as well as addresses Vector’s community needs.

**KEY RESPONSIBILITIES**
- Project Management & Stakeholder Engagement:

- Collaborate with various departments and stakeholders to define project objectives, scope, and deliverables.
- Develop detailed project plans, including timelines, budgets, and resource allocation.
- Monitor project progress, identify potential risks, and implement strategies to mitigate them.
- Coordinate project teams, ensuring clear communication and collaboration among team members.
- Track project budgets and expenditures, and report on project status to senior management.
- Act as a liaison between different teams, departments, and external partners to ensure effective communication and collaboration.
- Address any concerns or issues raised by the project team or staff related to the relocation, ensuring a positive and productive work environment.

New Facilities Management:

- Assess and implement required maintenance and functionality of the institute's physical facilities in the new environment, including office spaces, labs, and common areas.
- Develop and implement maintenance schedules, ensuring regular inspections and repairs are carried out as needed moving forward.
- Coordinate and establish new Landlord/ Tenant relations and ensure compliance with Vector’s lease agreements.
- Based on space utilization decisions, design a standards guide for space utilization that includes assignment of work areas, utilization of meeting rooms, and equipment booking.
- Establish and implement new vendor relationships and contracts related to new facility maintenance and services.
- Oversee the evaluation of new contracts for third party companies, organizations, and vendors (e.g., equipment, furniture, facilities, office supplies, stationery, couriers) to ensure efficient and optimum service and cost performance.
- Ensure compliance with safety and regulatory standards in all aspects of facility management for the new facility.

Resource Optimization:

- Efficiently allocate resources, including personnel, equipment, and space, to support anticipated ongoing projects and operations of the Vector Institute.
- Identify opportunities to improve resource utilization and implement strategies to enhance overall efficiency.
- Recommend continuous improvement suggestions including environment, people, processes, and equipment/machinery.
- Documentation and Reporting:

- Maintain accurate documentation related to project plans, progress, and facilities management activities.
- Generate regular reports for senior management, summarizing project status, key performance indicators, and facility maintenance updates.
- Budget Management:

- Prepare and manage budgets for both projects and facilities, ensuring expenditures are in-line with approved budgets.
- Identify cost-saving opportunities and implement measures to optimize spending.

**KEY SUCCESS MEASURES**
- Ensuring the relocation project is completed both on schedule and on budget, and the new facility is organized, showcasing adept planning, executive, and preventive care to minimize disruption and downtime.
- Prioritizing open and clear communication with stakeholders, fostering positive relationships, and addressing community concerns promptly, resulting in trust and harmonious collaboration.
- Skillfully managing resources, including budgets and personnel, to optimize outcomes, minimize waste, and maintain financial discipline, reflecting a knack for balancing priorities and delivering cost-effective results.

**PROFILE OF THE IDEAL CANDIDATE**
- Post Secondary degree/diploma in Project Management, Facilities Management, or Business. Bachelor’s degree is preferred.
- Proven experience (5+ years) in project management and facilities management roles, preferably in a research or academic institution setting.
- Strong project management skills, including the ability to create detailed project plans, monitor progress, and adjust strategies as needed.
- Strong organizational, time management, planning, written, computer and verbal communication skills.
- Demonstrates a maturity of judgement, leadership skills, attention to detail and exceptional organizational, listening, communication, and presentation skills in all aspects of job functions.
- Familiarity with facility management practices, safety st

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