Manager, Corporate Services

**JOB OPPORTUNITY - Manager, Corporate Services & Administration - FULL-TIME PERMANENT**

**Position Summary**

The Manager of Corporate Services and Administration facilitates the smooth functioning of Youthdale’s offices by overseeing the facilities, the administration staff, client records and office operations.

**Hours**: 35 hours per week

**Union/Non**: This is a non-unionized position

**Accountability**

This position reports directly to: Senior Director, Finance & Corporate Services

Supervises: Receptionists, Transcriptionists/Medical Assistants, temp/contract administration staff, and external contractors

**Responsibilities**:
**Facilities**
- Inspects buildings’ structures to determine the need for repairs or renovations
- Supervises the work of all facilities staff (custodians, technicians, groundskeepers etc.) and external contractors
- Dispatches service requests to correct vendor, and or landlord
- Assists in resolving issues with contract maintenance and work with vendors to ensure services are properly completed at all locations
- Follows up on larger or longer projects for monthly accrual of maintenance accounts for accuracy and completeness
- Assists in new vendor sourcing; conducts analysis of service data, such as volume or frequency of work and repair orders
- Assists in responding to locations/houses when a maintenance issue arises (i.e. plumbing, pest control etc.)
- Schedules facility projects to ensure they do not interrupt the daily operations of the programs (i.e. large repair projects, fire protection testing, etc.)
- Coordinates with other departments and a variety of vendors to ensure program issues are resolved in both a time and cost-effective manner

**Administration and Office Operations**
- Plans and coordinates administrative procedures and systems and devise ways to streamline processes
- Updates administrative practices and processes, including the development, management, and safeguard of the electronic data
- Recruits, trains administration staff members
- Coordinates activities, triages the work/work flow, and allocates responsivities of the administrative team, including the management of schedules, and deadlines
- Assesses staff performance and provides coaching and guidance to ensure maximum efficiency
- Initiates and coordinates goals, and projects for the department
- Ensures administration adheres to policies and procedures

**Corporate Services**
- Serve as management owner of all contracts with external vendors, as directed by the Director of Finance and Corporate Services, including developing and managing the annual vendor contracting process and liaising with vendors to ensure timely and accurate execution of all vendors’ contracts
- Interface with other internal departments, including programs to ensure timely and smooth execution of all operational goals and deliverables for the agency
- Ensure adequate reception coverage is maintained to meet agency operational hours
- Oversee the maintenance of office equipment, software and business tools
- Oversee the maintenance and replenishment of office supplies inventory
- Responsible for organizational insurance policies, fire inspection, WSIB etc.
- Manage in house supplies and distribution of IT and office equipment as required based on program needs
- Coordinate the issuing of and return of equipment for new departing staff

**Records Management**
- Oversees the transcription process for the transcription team
- Oversees client records Release of Information
- Manages the archiving of client files
- Ensures the strict confidentiality and privacy of records as they relate to the organization and its clients and ensure that all information collected is stored, accessed, and disclosed in compliance with appropriate laws

**Other**
- Member of the Health and Safety Committee, responsible for ensuring health and safety recommendations are implemented in operating facilities
- Participates in agency fundraising activities as deemed appropriate and necessary
- Attends required agency activities and meetings
- Performs other duties as assigned

**Qualifications**
- Post-secondary education in facility management, engineering, or relevant field BA/BSc in Business Administration, etc.
- Five (5)+ years experience in a leadership role.
- Experience in not-for-profit organizations, mental health, or healthcare are preferred.
- Knowledge of maintenance procedures including door and fixture repair, painting, caulking, floor and ceiling maintenance, safety precautions, electrical systems, Heating Ventilation Air Conditioning (HVAC), and hydro procedures.
- Strong, collaborative leader with successful change management experience and a commitment to build strong relationships between program and administrative areas.
- Strong interpersonal, communication and organizational skills.
- Highly organized, analytical and detail oriented.
- Excellent time-management skills with the ability to simultaneously manage multip