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Facilities Manager

7 months ago

Kanata, Canada Western Ottawa Community Resource Centre Full time

Hours**:35 hours/week, 12-month contract - some flexible hours required**
Language**:English required. Bilingualism (English/French) considered an asset**
Application Deadline**:August 25, 11:59 p.m.**

Bringing care and community together since 1986. Western Ottawa Community Resource Centre connects children, youth, parents, adults and seniors with services and resources in Ottawa west. We are committed to supporting our diverse communities in far west Ottawa by providing and coordinating accessible health and social services. Our work is guided by our four core beliefs: _empowerment_, _equity_, _partnership_ and _innovation_ and demonstrated through our day-to-day interactions with clients, partners, volunteers, members and staff.

**Scope of Position**

The Facilities Manager is responsible for managing the administration and maintenance of the core service sites for WOCRC, to ensure that they meet the needs of the organization, the clients and its employees. The Facilities Manager liaises with contractors regarding the day-to-day maintenance, security, safety and systems of the buildings. The incumbent also acts as the contact for after-hours facilities emergencies.

This position primarily works on-site across all WOCRC locations.

**Principal Duties and Responsibilities**

Under the direction of the Manager of Corporate Services, leads the planning and monitoring of organizational assets by:

- Developing the five-year capital plans outlining the organization’s capital requirements including coordinating an engineer assessment of the organizational owned buildings;
- Developing space planning options and making recommendations for new and/or alternative approaches related to meeting space and office space reviews;
- Providing regular project updates to Management and Senior leadership and modifying project plans as needed;
- Reviewing change orders and project funding requests and making recommendations for approval.

Participates in the planning and development for capital sites and other offsite facilities, by:

- Collaborating with Team Managers in identifying new capital projects;
- Providing support in preparing capital funding proposals.

Management of WOCRC-owned and leased assets and facilities, by:

- Developing a detailed knowledge of the portfolio of properties and the occupants. Travel to sites is required;
- Ensuring that proper maintenance schedules and procedures for each asset and property are developed and followed;
- Providing budget input for facilities requirements in the budget process;
- Facilitating Requests for quotations, and tenders for high valued goods, in compliance with WOCRC’s procurement policies;
- Sourcing required supplies and parts for the completion of projects;
- Planning, designing and monitoring fit-ups of new spaces for specific program needs;
- Administering the disposal of WOCRC assets when required according to policy guidelines;
- Coordinating the purchase/lease, installation and maintenance of office furniture and equipment (excluding IT equipment);
- Planning lifecycle replacement schedules and costing of equipment;
- Ensuring inventory control of furniture and equipment.

Manages the day-to-day facility management of the WOCRC core service sites, by:

- Overseeing building cleaning contracts for all WOCRC sites ensuring a clean and safe environment for staff, clients and visitors;
- Carrying out minor maintenance and repair projects (e.g. caulking, replacing washers, replacing light fixtures);
- Under the direction of the Manager of Corporate Services, obtaining quotes for renewing ongoing maintenance contracts and/or the initiation of new maintenance contracts, for services such as general maintenance and repairs, waste management, pest control, air quality control, electrical and plumbing, security, lock and key services, and groundskeeping and snow removal in accordance with WOCRC policies and quality standards;
- Supervising all facilities-related contractors and service providers;
- Working in collaboration with Team managers to determine cost estimates of proposed minor renovations and replacements for offices, facilities, and/or projects;
- Coordinating with Team managers and contractors to ensure facility inspections are completed, documenting any repairs, replacements, or upgrades that are required;
- Under the direction of the Manager of Corporate Services, planning and coordinating with contractors and vendors all renovations, installations, refurbishments, and building projects, including office moves and relocations, and ensuring these are performed within the Board-approved budget and expected timelines;
- Ensuring that basic facilities, such as water, plumbing, heating, electrical, mechanical and the building’s structures are inspected regularly, repaired when required, and comply with environmental, health and safety standards;
- Making recommendations on retrofitting measures to improve efficiency and cost-effectiveness;
- Being th