Manger of Property Services and Facilities Back to Job Postings

Posted by
Fred Victor Centre
Job Location
36 Lombard Street East Toronto Ontario
Posting active until
November 15, 2019

Submit Resume

Back to Job Postings

Job Description

Fred Victor is a not-for-profit, multi-service community-based organization that has assisted people living on low incomes in Toronto for close to 120 years. We work in partnership with women and men from diverse backgrounds who face poverty, homelessness, mental health issues, addictions, and/or social isolation to address their needs and hopes and advocate for a more equitable society. Please see our website at www.fredvictor.org. Fred Victor works with a highly diverse population of people and upholds the values of respect, choice and inclusion.

A. Job Summary
The Manager, Property Services is responsible for the day to day property management of Fred Victor Centre (FVC) owned and managed properties, as assigned. The primary focus is to ensure the proper maintenance and repair of FVC properties while interacting positively with staff, community, tenants and volunteers.

The Manager is also responsible for the supervision of maintenance staff, coordination of vendors and contractors, prioritization and delegation of work orders, ordering materials and supplies and responding to all forms of building emergencies.

The Manager will develop and maintain appropriate property management, preventative maintenance and maintenance operations systems and processes. The Manager will also prepare property budgets for their portfolio.

B. Responsibilities

Portfolio Property Management

• Ensure all building systems and equipment are functioning at acceptable prescribed levels for all FVC sites.
• In consultation with the Director, ensure that preventative maintenance, corrective maintenance and other service contracts for FVC facilities are in place and complied with.
• Maintain facilities in accordance with health and safety legislation, the Ontario Building Code, the Fire Code, municipal bylaws and any other applicable codes and legislation.
• Act as liaison for vendors (electrical, mechanical, public utilities, etc.) landlords and property management companies.
• Evaluate the performance of vendors and if necessary terminate contracts of under-performing vendors.
• Conduct monthly and semi-annual building inspections.
• Oversee capital repair and replacement projects according to the capital reserve plan.
• Ensure all required permits and licenses are obtained and up-to-date.
• Prepare scopes of work and tenders, and obtain quotes and proposals for required work in compliance with best practice and FV procurement process.
• Act as the primary point of contact with the Toronto Fire Department, City of Toronto Building Department, Ontario Ministry of Labour and other officials that may be in contact with FVC concerning assigned portfolio.
• Maintain and monitor a database and/or filing system of work orders, property maintenance records, equipment inventories and other facility management records.
• Initiate and help to maintain “green” facility management practices.
• Provide back-up and assist Property Services staff as required.
• Share on-call duties.
• Consult with stakeholders regularly to encourage a collaborative environment and to solicit feedback on performance.
• Participate in organizational committees and forums as required.
• Other duties as assigned by the Director of Property Services.

Financial Management

• Make purchases in accordance with budget, spending limit and FVC procurement policy.
• Process AP’s for assigned portfolio.
• Prepare and monitor operating and maintenance budgets for FVC owned and managed properties.
• Assist in the development of the annual capital replacement budgets.

Human Resources and Supervision

• In conjunction with the Director, ensures the recruitment and training of property services staff in accordance with FVC human resources policies and procedures.
• Conduct regular staff meetings with portfolio Property Services staff.
• Plan and monitor staff work schedules.
• Ensure all FVC policies and procedures, funder requirements and government
• Regulations are adhered to as they relate to property maintenance.
• Conduct probationary and annual performance evaluations for portfolio assigned staff.
• File incident reports and WSIB reports as and when required.

Administration

• Prepare monthly reports and annual unit inspection reports and others as required by the Director.
• Maintain accurate and up-to-date e-fling for contracts, leases, reports, building components, and any other information related to the function of the position and department as it relates to the property portfolio.

C. Qualifications & Experience

• Degree, diploma or certificate in Property Management, Facilities Management or Building Sciences from a recognized post- secondary program or a secondary school diploma with equivalent experience.
• Knowledge of property management theory and concepts.
• Minimum of five years’ experience in property or facilities management in a not-for-profit setting.
• Ability to work independently, take initiative, and respond to emergencies.
• Strong organizational skills, ability to work in a busy environment, ability to multi-task and prioritize.
• Knowledge of government housing programs and related legislation such as the Housing Services Act, Residential Tenancies Act, Ontario Fire Code and the Ontario Building Code.
• WHIMS Certification; First Aid; OH&S Supervisor training.
• Applied technical knowledge of building maintenance, construction, life safety systems, HVAC and elevator maintenance.
• Five years’ supervisory experience.
• Ability to develop and adhere to budgets.
• Experience working in a community setting; understanding the issues of homelessness, poverty and discrimination and how these issues affect the lives of people living in poverty.
• A working knowledge of computer assisted facility management (CAFM) systems.
• Ability to use Microsoft Office® applications effectively.
• Exceptional interpersonal skills in order to develop and maintain effective relationships with tenants, community members, staff, volunteers, contractors, suppliers, and other organizations and regulatory bodies.
• Excellent written and oral communication skills.
• Driver’s License Class G.

D. Working Conditions

• Staff will have their own office however they may be expected to travel to other FVC sites, depending upon property portfolio assignment.
• Regular exposure to unpleasant odors and unhygienic situations. Staff must adhere to safety procedures and protocols.
• Exposure to Fred Victor Centre tenant and service users in crisis.
• Staff will be expected to keep regular office hours, however there may be situations where flexibility of the work schedule will be required. There may be some evening, early morning and weekend hours, due to participation in on-call rotation.

The final candidate(s) will be required to provide a current police reference check prior to being hired