Facilities Leadership Position

Facilities Operations Manager

This role is responsible for ensuring the safe and high-quality operations of New Dawn’s residential and commercial buildings and properties. The successful candidate will be accountable for maintaining accurate records, communicating effectively with staff and stakeholders, and providing exceptional tenant service.

• Property Operations
  • Develop annual operational plans, budgets, and outcomes.
  • Maintain a high level of stewardship and pride in spaces, relationships, facilities, and operations.
  • Ensure the efficient and responsive operation of all New Dawn properties.
  • Provide input and information for building-related funding applications.
  • Communicate effectively with staff, tenants, and stakeholders in an intentional, attentive, and professional manner.
  • Reflect New Dawn's vision, mission, and values and contribute to its positive community reputation.
• Human Resources Management
  • Lead with compassion, integrity, and excellence.
  • Manage the activities, performance, and development of maintenance employees.
  • Positively model leadership for the maintenance team.
  • Develop and deliver bi-annual performance reviews of all employees.
  • Address employee issues and concerns by maintaining proactive and responsive employee relations to achieve high employee satisfaction and performance.
  • Plan, schedule, and deliver relevant training for employees and other New Dawn staff (when related to properties) as required.
  • Update, develop, and evaluate policies and procedures relevant to facilities management and maintenance service provision.
• Documentation and OH&S
  • Draft, implement, and communicate an annual repair and maintenance plan to employees, contractors, and tenants as applicable.
  • Design, improve, and troubleshoot properties and maintenance requests.
  • Complete and update applicable documentation, such as policies, inspections, turn-over checklists, etc.
  • Serve as an active member and permanent co-chair of the New Dawn JOH&SC.
  • Plan and facilitate all aspects of the New Dawn Enterprises Occupational Health & Safety Program.
• Software Management
  • Ensure comprehensive records for all properties and tenants are documented within the software platform.
  • Ensure all R&M is logged in detail in the system.
  • Provide orientation and instruction on use for new staff as needed.
  • Ensure all requests for service are processed through the software.
  • Ensure employees use the software efficiently and properly.
  • Generate quarterly and annual reports as needed or upon request by Senior Management.
  • Evaluate prior year budget, identify revenue and expense improvements.
  • Plan and implement rent increases for all commercial and residential tenants as required.
  • Annual inspections of all buildings, facilities, and units with written reports on condition.
  • Develop and implement a planned maintenance program for all properties, units, service lines, and infrastructure.
  • Review monthly financial statements, identify, and address expense anomalies.
  • Ensure comprehensive insurance coverage is always in place and active for all buildings, facilities, and properties.
  • Co-lead the renewal of insurance policies for New Dawn properties.
  • Pursue excellence in high-quality and safe tenant service.
  • Maintain and keep updated tenant files, including email and cell phone data in the software system.
  • Provide full onboarding process and documentation for all tenants.
  • Provide tenant/building-specific orientation to all employees and contractors upon hiring and initiation of service.
  • Conduct inspections before and after tenants leave and begin leases.
  • Maintain consistent communication with tenants throughout the R&M process.
  • Review maintenance documentation and records of service on a weekly basis.
  • Prioritize relationship management with tenants by providing exceptional service.
  • Develop, execute, and evaluate findings of bi-annual tenant experience surveys.
  • Respond to all complaints with corrective solutions through investigation, discussion, and monitoring.
• Contractor Management
  • Function as the first point of contact for contractors and service vendors.
  • Coordinate RFP processes for new contractors and vendors, including draft and execution of tenders and contracts.
  • Monitor contracts, timelines, and budgets for projects.
  • Ensure contractors execute their responsibilities on time, budget, and to completion.
  • Trouble-shoot issues arising with contractors.
  • Close out contracts upon completion or expiry.
• Property Acquisition and Disposition
  • Gather required information for due diligence as buyer or seller.
  • As buyer, ensure appraisal, inspection, and capital plan costing estimates.
  • As seller, collaborate with realtor to understand information requirements of seller.
• Building Technology
  • Responsible for all building technology, including security cameras, secure access, and internet.
  • Ensure passwords and system information is up-to-date and accessible.
  • Work with external contractor(s) to ensure safe, fast, modern internet and security systems.
  • Ensure tenant and staff are aware of system use and have fobs/keys for building access.
• Other Duties and Responsibilities
  • Participate in internal team meetings as required.
  • Look for potential improvements and help implement solutions.
  • Maintain quality, safety, and confidentiality of employees, clients, and volunteers.
  • Maintain professionalism, tact, diplomacy, portraying New Dawn in a manner with its values and vision.
  • Update job knowledge by participating in educational opportunities, engaging in professional networks, and participating in professional organizations.
  • Respond to the needs of others with effective communication, mutual respect, and consistent follow-through to build trust and workplace relationships.
  • Promote the mission and values of New Dawn both internally and externally.
  Qualifications
  • Post-secondary education in a related field
  • Three to five years' experience in a management role
  • Valid and up-to-date Criminal Record Check
  • Valid and up-to-date CPR/First Aid Certification
  • Current Child Abuse Registry Check
  • Experience in the operation and maintenance of buildings
  • Experience in budget development, strategic planning, and financial management
  • Effectiveness in the areas of construction safety and productivity
  • Knowledge of local, provincial, and federal workplace regulations, ordinances, and legislation
  • Compassion and empathy
  • Experience working with and advocating for vulnerable populations
  • Ability to work independently, as part of a team, and with guidance from others
  • Exceptional attention to detail
  • Exceptional verbal and written communication skills
  • Ability to work effectively with others; to work together towards a shared goal
  • Highly organized and ability to work well under pressure
  • Proficiency with Microsoft suite of programs and application
  • High level of integrity, confidentiality, and accountability
  • Understands servant leadership and community-focus as central to the work
  Work Conditions
  • 24/7/365 availability to respond to emergency situations
  • Travel to multiple sites
  • Safety equipment required for work (i.e. steel-toed safety boots, safety glasses/goggles, etc.)
  • Hazards associated with the trade
  • Work both indoors and outdoors
  • Exposure to construction sites, at times loud
  • Ability to attend and conduct presentations
  • Interact with management, colleagues, and the public
  • Overtime as required