Coast Mental Health (Coast) is one of the largest mental health non-profit societies in Canada, and operates a large array of innovative housing and community based rehabilitation services for people with a mental illness living in and around Vancouver. Coast operates in the Lower Mainland of British Columbia providing approximately 1000 people with supportive housing and 4000 clients living in the community with a wide variety of programs and services.
Coast fosters a client-driven, recovery-oriented environment that promotes restoring health, personal growth and a return to society for individuals with a mental illness through advocacy and providing direct programs and services.
We are currently seeking an experienced Facilities Manager to oversee a large and growing portfolio of supported housing and program facilities to complement our team. Working in the Properties team within the Finance division, this role will be responsible for fostering positive and collaborative relations with a unionized team of building operators, as well as staff across the organization, contractors, tenants, funders and other stakeholders to ensure the portfolio is maintained to the highest standard.
This is a multi-faceted role focused on the day-to-day management of property, maintenance, modernization, and improvement management, financial administration, leadership, and tenant management. A key requirement for this position will be the ability to work out of the various facilities across the Lower Mainland.
Our properties team works closely with our program teams and interacts with a wide variety of mental health clients. We are looking for someone who will model and lead both compassion and a deep understanding of the client-centered philosophy our programs are founded on.
- Manage the Preventative Maintenance and Inspection schedules for all properties and facilities.
- Manage the Properties department Emergency On-Call system.
- Coordinates regular facility inspections, suite inspections, in consultation with the Associate Director of Properties and Development, identifies needs, and prepares plans for building repairs and maintenance.
- Initiates and oversees the preventative maintenance programs to ensure the maximum life expectancy of all properties and building systems.
- Participates in the development of the organizations policies and procedures, as they relate to the Properties department.
- In collaboration with the Associate Director of Properties and Development, liaises with municipalities on issues such as permits and licenses, zoning and by-laws, fire and safety codes and regulated building equipment (e.g. elevators, electrical, mechanical and structural).
- Responsible for the overall management, acquisition and disposition of the department’s vehicle fleet, including overseeing the maintenance and insurance schedules.
- Prepares and provides regular departmental reports and key performance indicators (e.g. budget variance reports, open/closed maintenance requests reports, suite turnover reports, eviction status reports etc.)
- Works with Consultants, Engineers, and Trades.
Administration & Records Management
- Develops and maintains accurate and accessible systems for the management of maintenance records, reports and drawings.
- Ensures buildings, tenants, products, warranties, maintenance records and suite information captured in the Records Management Information System and are available to authorized users.
- Provides technical assistance, research and prepares technical and administrative reports and studies.
- Annually review and update department plans.
- Oversee the recruitment, training, coaching, supervision and performance of the Properties department staff.
- Provide staff with meaningful, objective and timely feedback on their job performance.
- Determine staffing requirements and responsibility for scheduling to ensure safe and appropriate coverage including vacation and overtime authorization.
- Monitors the performance of staff on an ongoing basis. Completes probationary and regular annual performance reviews with employees.
- Interprets and ensures compliance with the collective agreement. Participates in the grievance process, as a management representative when required. Initiates progressive discipline of managed employees up to and including suspension and termination of employment.
- Ensures payroll and scheduling for the department is completed and submitted to accounting by scheduled due-dates, as required.
- Participates and collaborates with the Associate Director of Properties & Development in the development of the annual operating budget for each property.
- Collaborates with the Associate Director of Properties & Development in the annual capital financial replacement reserve plan and budgets for current and future needs of each facility.
- Monitors and controls actual operating costs against budgeted costs and prepare reports that identify budget variances and provides recommendations.
- Reviews and approves invoices and codes to appropriate cost centers.
- Initiates, approves and monitors all purchasing activities relating to Properties management.
- Negotiates and standardizes all service level agreements and contracts (e.g. fire protection, security, HVAC, elevators) with specific terms and time-lines to ensure the organizations purchasing power and control over maintenance contracts.
- Maintains awareness of the organizations Health & Safety policies, and applies applicable industry and sector regulatory requirements (e.g. WorkSafeBC, Municipal, Provincial and Federal regulations) to the work of the Properties department.
- Is “safety aware” and ensures that all properties are safe environments for staff, clients and visitors.
- Participates in Audit Safety / Internal Risk Assessments and Property Reviews (building inspections).
- Acts as the lead Properties contact on the Safety Committee, as required.
- Contributes to the building, renewal and ongoing implementation of the organizations Strategic Plan.
- Proven success managing multi-unit properties and facilities.
- Minimum 5 years progressive experience preferably in non-profit housing management.
- Experience in project management, capital budget planning, purchasing, property management and maintenance.
- Related Diploma or Degree (e.g. Facilities or Operations Management) or an equivalent combination of education, training and experience may be considered.
- Property Management designation such as CPM, RPM or equivalent is considered an asset.
- Valid BC Driver’s License.
Preferred Knowledge and Skills
- Sound knowledge of building structures and systems.
- Demonstrated leadership skills (coaching, leading, and motivating a team).
- Supervisory experience preferably in a unionized environment.
- Excellent mediation, negotiation and conflict resolution skills and ability to foster positive relationships with a broad range of internal and external stakeholders.
- High level of competency in computer software including MS Outlook, Word, and Excel.
- Ability to work independently and self-manage.
- Ability to provide effective leadership through management, supervision and direction to facilitate a comprehensive facilities maintenance and operation program.
- Ability to identify and respond to sensitive community and organizational issues, concerns, and needs.
- Excellent oral and written communication skills, interpersonal and relationship building skills
- Knowledge of financial management, preparation of budgets, planning for multi-year projects and processes for Purchasing. Knowledge of regulatory policies pertaining to real estate management and development.
Additional Knowledge and Skills
- Knowledge of Societies Act, Community Care Licensing Act and Adult Community Care an asset.
- Knowledge of regulations and standards for construction and on-going maintenance of facilities.
- Knowledge of principles of project management
- Knowledge of preparing scopes of work and budgets
- Knowledge of preparing RFP’s, bid documents for maintenance and construction projects.
- Knowledge of regulations and standards for construction and on-going maintenance of facilities
Critical Success Factors
- Ability to work independently without supervision and in a team environment where mutual support is essential.
- Able to deal with individuals in different situations including situations where complex, high pressure, difficult decisions, or emergencies, interacts with others in a tactful, compassionate and sensitive manner. Supervisory
Successful completion of a Ministry of Justice Criminal Records Check will be required
- We believe in the person, not the disease
- We operate client-centered care under the principles of psychosocial rehabilitation
- There is a variety of work within a particular position and within the organization
- We strive to be the best that we can be
- We hold Exemplary Status accreditation through Accreditation Canada
- We have won numerous awards for our innovative programming
- We care about our employees, and believe in living our values and culture throughout the organization