Operations Manager, Facilities and Business Services

5 days ago

Vancouver, British Columbia, Canada Cassels Brock & Blackwell LLP Full time
About Us

Cassels Brock & Blackwell LLP is a leading national law firm dedicated to serving the transaction, advocacy, and advisory needs of Canada's dynamic business sectors. Our extensive business law practice serves multinational, national, and mid-market clients from our offices in Toronto, Vancouver, and Calgary.

We strive to attract, retain, and promote individuals with exceptional abilities and diverse backgrounds. We offer meaningful career opportunities, invest in professional growth, and foster an inclusive environment. Our Firm's success relies on the unique skills, perspectives, experiences, and values of each individual. We encourage a corporate culture that respects and celebrates the dignity, value, and diversity of all.

Role Overview

Our Vancouver office is currently seeking a Manager, Facilities & Business Services in our Facilities & Business Services Department, reporting directly to our Chief Administrative Officer. The successful candidate will oversee the various functions of the facilities and business services departments at the regional office.

Key Responsibilities
  • Oversight of day-to-day operations, including prioritizing tasks, ensuring staffing levels, and distributing workload equitably.
  • Development and standardization of processes for all operations and business services areas.
  • Identification, evaluation, and implementation of efficiencies and improvements to existing and new processes and procedures, along with training team members.
  • Participation in budget planning and forecasting, monitoring actuals against budgets, and raising concerns or cost reduction strategies with the Chief Administrative Officer.
  • Collaboration with peers and other Office Service team members in Toronto and Calgary offices to share best practices.
Facilities Management
  • Maintenance of premises in good repair, conducting regular inspections, overseeing minor repairs, and addressing deficiencies in a timely manner according to safety and Firm standards.
  • Monitoring and managing issues with building management, including security, HVAC, electrical, and plumbing matters.
  • Overseeing internal office moves, developing moving plans, and allocating resources (labor, materials) for completion.
  • Ensuring inventory records of furniture, equipment, and assets are current and accurate, identifying recommendations for disposition, repair, and purchase.
Supplies and Procurement
  • Securing competitive pricing from suppliers and researching new suppliers where necessary.
  • Developing national supply standards for processes, policies, and procurement.
  • Overseeing inventory management of supplies to ensure efficient ordering processes and service levels are maintained.
Business Services
  • Management of resources, directing, and scheduling central services.
  • Recommending, developing, and implementing processes to standardize services and maintain consistent service levels.
  • Identifying workflow efficiencies to ensure accurate and timely service delivery.
Vendor Management
  • Establishing and maintaining relationships with key vendors and contractors to ensure high-quality service.
  • Negotiating contract terms and overseeing work performed by vendors to ensure adherence to agreements.
  • Liaising with Property Management on building-related matters and maintaining positive relations.
People Management
  • Providing direction, coaching, and development support to teams to ensure engagement and capability in delivering accountabilities and meeting service standards.
  • Active participation in recruitment, training, and performance evaluation of teams, making recommendations for staffing as needed.
Health and Safety
  • Ensuring premises and equipment meet required health and safety standards, conducting monthly inspections, and audits of premises.
  • Providing ergonomic training to team members for in-house assessments.
  • Active membership in the Firm's Health and Safety Committee.
  • Management of the life safety program, evaluating, and developing safety procedures and policies.
Hospitality
  • Providing exceptional customer service by greeting guests, addressing inquiries, and ensuring a welcoming atmosphere.
  • Planning and coordinating events, including meetings, conferences, and social gatherings, ensuring logistical details are efficiently managed.
  • Building and maintaining positive relationships with staff and guests, addressing their needs and preferences to enhance their experience.
Corporate Workplace
  • Project Planning and Coordination: Overseeing the planning and coordination of office renovation projects, including timelines, budgets, and resource allocation for successful project completion.
  • Vendor Management: Managing relationships with contractors, suppliers, and other vendors, negotiating contracts, and ensuring timely delivery of materials and services.
  • Design and Layout: Collaborating with architects and designers to develop office layouts and design plans meeting functional and aesthetic needs of the organization.
  • Compliance and Safety: Ensuring all renovation activities comply with local building codes, safety regulations, and company policies to maintain a safe and compliant work environment.
  • Communication and Reporting: Maintaining clear and consistent communication with stakeholders, providing regular updates.
Requirements

The successful candidate must possess:

  • Post-secondary education in Facilities Management or equivalent work experience to successfully complete the essential requirements of the role, preferably in a professional services environment.
  • 10 years of related management experience, directing staff to ensure timely achievement of departmental and organizational goals within prescribed policies, procedures, and standard business practices.
  • Certificate in Facilities Management an asset.
  • Experience in Office built-out an asset.
  • Hospitality experience an asset.
  • Leadership skills to inspire teams and colleagues.
  • Proficiency in Microsoft Office, with advanced Word, Excel, and Outlook skills.
  • Exceptional verbal and written communication skills with the ability to communicate with all levels of the organization, including third parties.
  • Solid experience with establishing and monitoring budgets, expenditures, and forecasting.
  • Strong analytical skills with the ability to provide and implement recommendations.
  • Solid project management skills and ability to work with minimal supervision.
  • Certified in First Aid and Health and Safety.

Estimated salary range: $95,000 - $110,000 annually.

Benefits include competitive compensation, extended health and dental care, RRSP matching program, education/tuition allowance, fitness reimbursement program, diversity and inclusion centric culture, wellness programs, fully stocked kitchen, hybrid work environment, employee referral bonus, and a business casual dress code.

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