Manager, Facilities Business Operatoins Back to Job Postings

Posted by
City of Toronto
Job Location
Metro Hall, 55 John Street, Toronto, Ontario
Posting active until
February 22, 2019

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Job Description

Job Description

Comprised of a team of diverse and dynamic facility and project management professionals, the City of Toronto’s Facilities Management Division is striving towards becoming a leader within the industry. With a business goal of evolving into a first class full service Division that provides pro-active customer service, strategic facilities management and an organized and consistent approach to construction project delivery; the Facilities Management Division is driving change to our culture, business and technology.

Our people are at the heart of our transformation into a strategically aligned operational structure equipped to serve customer needs today and into the future. We are emerging as a thought leader and the place to be! If you are an enthusiastic and innovative professional, adaptable to change and willing to contribute, we are looking for you!!

For more information please review our Business Plan:

To coordinate and manage divisional-wide priorities for the Facilities Management Division including business improvement opportunities, financial analysis and budgeting, resource planning, staff training and performance management. To provide senior level, strategic policy advice and operational support to the Director, including representing the Division, as required, on city-wide corporate initiatives and at meetings with stakeholders.

Major Responsibilities:
• Provides strategic business, financial and policy advice, day-to-day operational support and professional judgment on complex and contentious issues for the Director and divisional senior management.
• Develops and implements detailed plans and recommends policies regarding program specific requirements.
• Manages, motivates and trains the unit’s staff, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning and encourages innovation in others.
• Supervises the day to day operation of all assigned staff including the scheduling, assigning and reviewing of work. Authorizes and controls vacation and overtime requests. Monitors and evaluates staff performance, approves salary increments and recommends disciplinary action when necessary.
• Acts as divisional budget co-lead in overseeing the annual operating budget for the Division, ensuring the Division’s expenditures are controlled and maintained within approved budget limitations, and ensuring the necessary financial analysis of existing operations and other initiatives are thoroughly conducted.
• Responsible for oversight of the Division administrative functions, including client support, ensuring policies and procedures are developed and adhered to related to these functions.
• Responsible for developing, identifying and measuring performance standards for the division.
• Collaborates with business support units to develop and generate monthly, quarterly and annual reports and dashboards against contractual and internal KPIs.
• Conducts research into the Facilities Management industry, taking into account developments within the field, best practices, legislation changes, and incorporates findings into Divisional initiatives.
• Oversees the development, design and implementation of functional policies, programs, systems and tools that result in significant changes in overall business performance.
• Analyzes trends in general business conditions. Identifies opportunities for improvements by and among the Facilities Management and Project Management Office and clients.
• Assists in coordinating and managing the Division’s workforce strategy to ensure the Division’s human resources needs are met.
• Manages complement control and supports operational managers on human resources issues.
• Leads, coordinates and manages divisional staff development, training and quality assurance, ensuring legislative and program delivery requirements are met.
• Addresses ongoing and emerging issues and priorities for the Division in a timely way to ensure delivery of services and special projects.
• Represents the Division through participation on various corporate working groups, task forces and special teams.
• Provides a high level of customer service to operating units, supporting program management staff with processes and tools needed to effectively and efficiently deliver services.
• Establishes an effective and collaborative working relationship with the division’s senior management team and management staff, Divisional clients and stakeholders.
• Attends Council, Standing Committees and Community Councils, as required, to provide guidance, advice and support, and oversees the development of divisional major and strategic reports for Committee and Council consideration.
• Deals with confidential and sensitive information affecting Facilities Management operations, assets and resources.
• Leads Divisional process reviews, policy and procedure development, system reviews and changes, and analyzes the impacts of these changes on service delivery and operations.

Key Qualifications:
1. Considerable experience in a business administration/operations environment including developing processes and standards to streamline overall business operations.
2. Post-secondary education in a discipline related to the job functions (e.g. Finance, Facilities Management, Business Management, etc.) or equivalent combination of relevant education or experience.
3. Experience in setting business metrics, conducting strategic analysis, developing processes and standards to streamline overall operations and implementing new initiatives that have an impact on business operations.
4. Comprehensive knowledge in the maintenance and reporting of benchmarks and performance metrics across all service lines within the Facilities Management Division.
5. Considerable leadership experience of a high performance team, including coaching, providing work direction, training and holding people accountable.
6. Subject Matter Expert (SME) for key systems and processes in subject teams and day-to-day functions.
7. Advanced proficiency in Microsoft Office Suite.
8. Strong organizational and analytical skills.
9. Experience in the utilization of data visualization tools (e.g. Tableau).
10. Experience in problem-solving related to all Facilities and Project Management processes.
11. Experience and knowledge in developing and/or utilizing collaboration tools (e.g. SharePoint) as well as working knowledge of CMMS and PMIS software applications.
12. Effective decision-making skills, demonstrating innovation and results-oriented leadership and a strong customer service orientation.
13. Highly developed human relations skills, with the ability to communicate both orally and in writing at all levels of the organization, including elected officials, internal and external clients.
Equity, Diversity and Inclusion:

The City of Toronto is committed to fostering an inclusive, accessible environment where all employees and members of the public feel valued, respected and supported. We are dedicated to building a workforce that reflects the diversity of the public and the communities in which we live and serve.


If you are an individual who requires accommodation to apply to this position, due to disability under the Ontario Human Rights Code, please email us at, quoting job ID # and the job title. The City is committed to providing Code-protected accommodation throughout its hiring process. Please visit Hiring Policies and Statements for further details.