Facilities Management Specialist

4 weeks ago

Cambridge, Ontario, Canada The Pod Group Full time
Job Title: Facilities Manager

At The Pod Group, we are seeking a highly skilled and experienced Facilities Manager to join our team. As a key member of our organization, you will be responsible for maintaining all properties under management and providing supervision, direction, and coaching to the maintenance team, staff, contractors, and tenants.

Key Responsibilities:
  • Supervise, evaluate, and empower the maintenance team by monitoring performance indicators, identifying training needs, and driving continuous improvement amongst staff.
  • Conduct regular site condition assessments and inspections to determine maintenance and unit refurbishment requirements and to evaluate work performed by contractors, suppliers, and staff.
  • Oversee annual unit inspection and unit turnover processes for the portfolio, ensuring scheduling, key inventory, work orders, purchase orders, and reports are completed in a timely manner.
  • Establish appropriate communications systems to maintain effective tenant relations, ensuring the care of units and property are respected, and that maintenance requests and compliance, maintenance complaints, and maintenance emergencies receive a timely and appropriate response.
  • Use designated software to maintain property management database and make recommendations to further develop/customize the organizational software, based on the needs of the housing providers under management.
  • Prepare monthly reports and routine reports on maintenance activities and expenditures for the Board of Directors meetings.
  • Work with staff and external contractors to ensure environmentally responsible delivery of all maintenance activities and programs, including janitorial, pest management, snow removal, landscaping, and waste management.
  • Assist the team to maintain tenant files and document legal and Landlord Tenant Board interventions with respect to maintenance-related matters in compliance with the requirements of the Housing Services Act and Residential Tenancies Act. Attend the Landlord Tenant Board as required.
Requirements:
  • A degree or diploma in Facilities Management, Property Management, Engineering, Business Administration, or a related field.
  • Certifications such as Certified Facility Manager (CFM), Facilities Management Professional (FMP), Building Owners and Managers Institute (BOMI), Real Property Administrator (RPA), Facilities Management Administrator (FMA), or Joint Health and Safety Committee are considered an asset.
  • 5+ years of experience in facilities management, property management, or a related field, preferably within the non-profit sector.
  • Proven experience in managing residential properties, including maintenance, renovations, and tenant relations.
  • Experience with budgeting, financial reporting, and managing vendor contracts, including analyzing financial reports.
  • Knowledge of building systems (HVAC, electrical, plumbing, and structural maintenance) and familiarity with building codes, safety regulations, and environmental standards in Ontario.
  • Knowledge of accessibility standards and guidelines, particularly the Accessibility for Ontarians with Disabilities Act (AODA).
  • Proven leadership skills to manage a team of maintenance and support staff.
  • Excellent communication and strong interpersonal skills to effectively interact with tenants, staff, contractors, vendors, and stakeholders.
  • Strong project management skills with an ability to make informed decisions under pressure and prioritize multiple tasks in a dynamic environment.

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