Client Services & Facility Manager (15-month contract) Back to Job Postings

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Posting active until
December 27, 2017

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Job Description

ProperSearch is a boutique recruitment advisory firm specializing in the real estate industry. With over 15 years’ experience in recruitment, commercial real estate and retail, we understand your needs. We have in-depth knowledge of the industry and the functional areas within office, retail, industrial, development and brokerages; at all levels of the organization.

We are seeking an Acting Client Services and Facility Manager to fulfill a 15-month contract covering a maternity leave.

Position Overview

Reporting to the General Manager, the Client Services & Facilities Manager provides operational and logistical support to the facilities to ensure the overall smooth and emergency- free operations of the facility, meeting and training sessions.

The Client Services and Facility Manager ensures building maintenance and construction activities are scheduled and implemented, regular inspections are being conducted and that all operations comply with building and operational standards and codes and fire, health and safety regulations.  This position is responsible for managing facility and client services budgets, developing annual budgets and providing recommendations to the General Manager for review and approval, monitoring expenses, identifying and explaining variances and providing regular financial reports.

Key Responsibilities

  • Manages the maintenance of the facility, ensuring required maintenance/repair work activities are identified, work orders are prepared, adequate resources/supplies are available, appropriate security admittance/clearance is in place and activities are efficiently scheduled and implemented.
  • Schedules regular inspections of the building, external property, common facilities, systems, furniture and fixtures, ensuring the facilities present a professional appearance, are clean and in good repair and meet health and safety requirements.
  • Ensures all facility operations are in compliance with required building, fire and health & safety codes and standards.
  • Develops fire and safety evacuation and emergency plans, maintaining current documents of procedures and protocols, providing follow up incident reports as required and ensuring all staff are fully apprised of procedures.
  • Plans and oversees the implementation of construction projects, renovations and installations, ensuring required permits are in place, scheduling work, procuring contract staff as needed, managing building/site access and security and ensuring minimal disruption to event activities.
  • Manages required tender processes to acquire vendor and 3rd party services, preparing and issuing tender documents, obtaining quotes, participating in the tender evaluation process, issuing work and supply purchase orders and approving vendor invoices.
  • Monitors performance of vendors/suppliers, ensuring products meet agreed upon standards and regulatory codes and that budgets and schedules are adhered to.
  • Develops working relationships with internal clients, peers, staff members and property landlord/manager to share information, provide input and expertise, manage service delivery issues and collaborate on projects and initiatives.
  • Manages relationships with clients to ensure a high level of customer service is provided and issues are effectively resolved.
  • Develops and maintains relationships with vendors and internal clients, intervening on behalf of internal clients/tenants to facilitate the resolution of issues with vendors.
  • Manages the day-to-day activities of staff, assigning and directing work, resolving issues, ensuring ongoing work quality, monitoring workloads, assessing performance and ensuring training and development opportunities are provided.
  • Identifies staff performance issues/areas of concern, developing and recommending improvement plans and/or corrective courses of action.
  • Manages facility and client support budgets, developing annual budgets and providing recommendations to General Manager for review and approval, monitoring expenses, identifying and explaining variances and providing regular financial reports.
  • Manages vendor contracts and service agreements, ensuring terms are adhered to, issues are addressed and approving vendor invoices.
  • Provides primary backup support to General Manager as required.
  • Identifies opportunities to improve quality of services delivered, assessing manual and automated operations, vendor and supplier performance and client satisfaction levels, determining areas of potential concern, providing analyses and research, and recommending improvement solutions and new approaches.
  • Leads and participates on project teams and committees as required.
  • Monitors work environment and activities for compliance with company policies and procedures, Health & Safety regulations and relevant legislation, identifying areas for policy updates and workplace/operations improvements.


  • Strong customer service and relationship building skills, diplomacy.
  • Strong business acumen.
  • Demonstrated ability to work in a fast-paced environment.
  • Demonstrated, creative problem-solving abilities.
  • Ability to work with and motivate people from varied disciplines.
  • Ability to complete assignments and responsibilities in a timely manner.
  • Excellent organization, verbal and written communication skills. Detail oriented.
  • Advanced experience with facilities management applications (CAFM, CMMS, etc.) and related reporting.
  • Strong analytical skills.
  • Proven commitment to health and safety principles and practices.
  • Ability to interpret, analyze and update architectural, mechanical and electrical documentation in AutoCAD and Revit.

If you are interested in this or any other property or facilities related roles please forward your resume in confidence to Jennifer Weiler via email to