Facilities Manager

2 weeks ago

Ottawa, Canada The Taggart Group of Companies Full time

**Job Title**: Facilities Manager

**Reports to**: Director of Asset Management

**Company**: Taggart Realty Management

**Location**: 708-225 Metcalfe Street, Ottawa, Ontario

**Date Prepared**: January 2023

**Work Description**:
**Major Responsibilities**:

- Provide recommendations on how to gain better utility and efficiency with the existing portfolio.
- Consult with the Operations and Development team to design, budget and plan new real estate construction projects. Providing recommendations on optimal facility set up.
Work with internal team members in Leasing, Construction, Operations and Finance to execute projects from inception to completion.
- Request, review and analyze several consultant proposals and make recommendations on awarding contracts or establishing new vendor agreements.
Advise on major capital projects or upgrades that add greater value to the portfolio. Developing a portfolio upgrades plan as requested.
Proactively work with the consultants and contractors to manage capital projects as set out in the capital improvement plan.
- Coordinate project meetings with architects and other building consultants, and ensure information is consistently being disseminated among all stakeholders.
- The Facilities Manager is responsible for planning coordinating and managing all tenant fit up installations and/or refurbishments throughout the portfolio.
- Regularly attend site visits and meetings s to monitor progress and to ensure contractual obligations are being met. Ensure construction or upgrades are completed in accordance with the agreements established.
- Seek out quotations for performing Landlord work in commercial office and retail spaces.
- On an annual basis, propose capital repair projects and prepare capital repair budgets for all properties. Track monitor and report on variances each month.
- Provide regular project updates progress and issues to management team and tenants. Ensure that schedules are on track and report where issues may arise.
- provide information on project status and for quarterly reporting, advising and addressing any questions or concerns the owners, or other departments may have on the project status.
- Act as tenant liaison for all new developments to assist with any questions regarding fit up parameters, signage and fire safety requirements in conjunction with development and operations team.
- Assist with Building Condition Assessments and provide recommendations for budgeting purposes.
- Create and track master project schedules and track budgets monthly to ensure accuracy in billing and progress, and raising issues or discrepancies.
- Provide monthly Financial projections on capital repairs budgets.
- review and process all invoices related to capital repairs on a weekly basis.
- Preparing various reports, documents and presentations for various internal and external stakeholders
- Create operational and maintenance guidelines for each building. Ensuring that policies, procedures and programs are in place for optimal building maintenance.
- Conduct monthly tours of each building to ensure operational efficiency and adherence to internal processes and procedures.
- liaise and consult with Property Managers on facility maintenance issues and provide recommendations where issues may arise. Anticipate and forecast challenges that the team might experience with the building.
Ensure compliance with any and all applicable government regulations are being met. Ensure a full safety program is in place for each property.
- Ensure that all building equipment and infrastructure are functional and efficient. Make recommendations on best practices for building automation, building infrastructure maintenance and building systems maintenance to the operations.
- Review, establish, or consult on all vendor agreements and contracts for the properties.
- Attend internal operations, leasing or construction meetings, and prepare various items for meetings, coordinating logistics for meetings, preparing agendas and minutes, and disseminating information as needed to the building operations team.
- Perform annual building inspections and make recommendations on future capital projects and present on building conditions on an annual basis.

**Statement of Qualifications**:
**Knowledge, Skill and Abilities**:

- Minimum of 10 years of experience in the Property Management industry, with a minimum of 5 years in a facility manager role is required.
- A bachelor’s degree or related qualification in facilities management is required. Designation in building operations would be considered an asset.
- Knowledge of commercial, residential office and retail building, both new construction and fit up is required. Working with complex HVAC, Building Automation and Fire Alarm Systems in variety of buildings.
- Post-secondary education architecture, architectural design, urban architecture, engineering or building science, or related field is considered an asset.
- Strong knowledge of

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