Office & Facilities Manager

**FH2024-40-Office & Facilities Manager**

**Full -Time Contract Office & Facilities Manager**

**Position**: Full-Time Contract, Facilities and Office Manager
**Program**: Head Office, 490 Sherbourne
**Shift Rotation**: Full Time (Monday to Friday, 9 am to 5 pm), Contract Until March 31st, 2026
**Salary**: $61k
**Reports to**: Director of Program & Operations

**Fife House** is an innovative, client-focused provider of secure and supportive affordable housing and services for people living with HIV/AIDS in Greater Toronto. With approximately 110 staff working across 6 locations, in 2021-2022 Fife House served more than 945 residents and clients by providing supportive and transitional housing programs and outreach programs to homeless clients and their families.

**Fife House** understands that historically marginalized groups in our communities often encounter particular barriers to full access and participation. We, therefore, commit to actively dismantling all forms of racism and systemic oppression with GIPA/MEPA at the forefront, including in our own organization and across governance structures. As a settler agency, Fife House stands in solidarity with Indigenous and Black Peoples across Turtle Island and recognizes the role we have in the work of reconciliation and healing.

**About the Role**:
The Facilities and Office Manager oversees the daily operations of office management and facilities maintenance at Fife House. This role involves managing office equipment, supplies, and systems and ensuring the facilities' maintenance and operational efficiency. The position requires a detail-oriented and proactive individual who can manage the physical infrastructure and administrative functions to ensure a smooth-running environment for staff, volunteers and clients.

**OUR MISSION**

Fife House Foundation Inc. is Canada’s largest supportive residential programming and housing services provider for individuals and families living with HIV/AIDS.

We believe that access to secure and affordable housing is a key determinant of the health and well-being of people living with HIV/AIDS, and we strive to bring about positive and lasting change through cooperation, collaboration and partnership with other service agencies and meaningful engagement and involvement of diverse communities of people living with HIV/AIDS.

**Roles and Responsibilities**:
**Facilities Management**:

- Oversee the operation and maintenance of all facilities, including housing locations.
- Manage maintenance plans, including plumbing, electrical, HVAC, and other systems.
- Supervise maintenance staff and external contractors.
- Coordinate regular building inspections, including fire, health, safety, and pest control.
- Ensure adherence to safety standards and regulations.
- Maintain inventory of supplies and manage capital improvement projects.
- Monitor and manage maintenance costs.
- Coordinate and oversee the work of maintenance staff and external contractors for repairs, upgrades, and capital improvement projects.
- Monitor and assess the condition of the facilities to ensure they meet health, safety, and accessibility standards.

**Office Management**:

- Oversee the maintenance and repair of office equipment such as photocopiers, phones, and security systems.
- Manage vendor relationships and negotiate contracts for telecommunications and office supplies.
- Maintain office filing systems and manage mail distribution.
- Maintain up-to-date staff contact lists and manage access (keys, security cards).
- Monitor office supplies and reorder as necessary, ensuring cost-effective procurement.
- Act as the primary contact for staff regarding office management issues.
- Perform regular audits to track office inventory and ensure accurate records.

**Administrative Support**:

- Organize and maintain filing systems, both electronic and paper, ensuring confidentiality and accessibility.
- Support staff with technical issues related to office equipment and systems.
- Contribute to annual budgeting and reporting processes.
- Assist with onboarding new employees by providing access to office resources.

**Other Responsibilities**:

- Actively participate in staff meetings and comply with organizational policies.
- Collaborate with internal teams to support operational and strategic goals.

**Qualifications & Experience**:

- 2+ years of experience in office administration or office management.
- Proven experience maintaining office equipment, systems, and supplies.
- Ability to manage vendor relationships and negotiate contracts.
- Strong organizational skills with the ability to handle multiple priorities and tasks.
- Experience with inventory management and office supply procurement.
- Strong written and verbal communication skills.
- Experience with filing systems, both electronic and paper-based
- Proven ability to manage maintenance staff and work with external contractors.
- Knowledge of building codes, safety regulations, and health & saf