POSITION SUMMARY:
Reporting to management, the Facilities Manager provides oversight to all agency owned properties and agency sublet agreements in both Huron and Perth Counties. The primary responsibilities of this role include proactive assistance in managing tenant account receivables, supporting financial reporting, preparation and oversight of maintenance requests and meeting tenant expectations in a positive, professional manner.
These services will be carried out throughout Huron and Perth Counties and surrounding areas.
ORGANIZATIONAL DUTIES AND RESPONSIBILITIES:
In addition to specific key job responsibilities identified in this position description, the incumbent is also responsible to contribute to and support the overall culture and working environment of the organization by:
- Demonstrating and exemplifying the organization’s mission and values in day-to-day work
- Acting with the highest standard of professionalism with clients, family members, community partners, the general public and colleagues.
- Working in a manner that preserves and respects the privacy and confidentiality of personal health information.
- Working in a manner that is fiscally responsible.
- Working in a manner that promotes and maintains the reputation of the organization and minimizes risk of harm and/or liability to the organization.
- Working in a manner that complies with the organization’s policies and procedures.
- Working in a manner that meets all Health and Safety requirements to ensure a healthy and safe workplace.
- Acknowledging, respecting and affirming the diverse needs of our community, clients and the organization’s employees with the goal of reducing disparities in health outcomes
- Contributing to the organization activities to collect, analyze and report data.
- Maintaining competence, demonstrating a commitment to ongoing professional development and where applicable, a professional license to practice.
- Contributing to the organization’s work by promoting awareness, participating in committees and agency event.
KEY POSITION RESPONSIBILITIES AND DUTIES:
Facilities Manager
- Where appropriate perform general, everyday maintenance on all properties
- In collaboration with the Program Managers and the Manager of Finance, Data and Performance, assist in preparation of annual operating and maintenance budget, including forecasting based observed conditions of owned properties.
- Assist in the allocation of resources to ensure properties are managed in a proactive manner, including coordinating external services and procuring services as required in accordance with policies and procedures.
- In collaboration with the Program Managers and Manager of Finance, Data and Performance, develop and maintain systems for scheduling property maintenance and conduct inspections as required by the “Residential Tenancies Act” (RTA).
- Establish schedules for routine servicing of HVAC, plumbing, electrical, and life safety systems to extend working life and minimize unexpected breakdowns
- Ensure all agency owned properties meet the standards required by law, RTA, municipal legislation, Fire Code, Building Code and Occupational Health and Safety Act.
- Source, negotiate, and oversee external contractors for specialized services such as janitorial/cleaning work, landscaping, elevator maintenance and snow removal
- Support Corporate Services Team in long-term planning for property improvements, refurbishments, and structural renovations where appropriate
- Ensure timely responses to tenant maintenance requests and ensure updates are recorded within the appropriate agency tracking system
- Complete annual property inspections with appropriate property personnel and coordinate maintenance and repairs as needed, within budget. In collaboration with administrative support, ensure that rent ledgers, utility payments, maintenance requests and asset tracking are documented appropriately.
- Complete assigned monthly reports for submission to the Manager, Finance, Data and Performance
- Assist in the preparation and presentation of property reports.
- In collaboration with the Case Management staff and Program Managers, Housing Programs ensure property concerns are addressed.
- Establish good working relationships with internal and external contacts such as tenants, contractors, clients and colleagues
- Identify and mobilize resources in crisis situations.
- Be flexible in work environment while maintaining personal safety and the safety of the client at all times.
Administrative
- Report statistics about client activities using designated agency format as required.
- Complete monthly, annual and other reported documentation as required in a punctual and comprehensive manner.
- Maintain administrative and clinical records, including client files and data entry, as per Policy and Procedure Manual.
General
- Participate on internal agency committees and/or outside community committees as appropriate.
- Adhere to policies and protocols as outlined in the Human Resource and Procedure Manual.
- Attend and actively participate in any team and staff meetings, the Annual General Meeting, and periodically scheduled strategic planning, team building and agency events
- Assist with the orientation and training of new agency staff, volunteers and interns/students as designated and need.
- Provide coverage of CMHAHP AMHS services for other team members as needed.
- Help ensure the organization and program objectives are met.
- Work harmoniously with colleagues, including not behaving in ways that are likely to be offensive in any manner to others and confronting such behaviours by others.
- Conduct self in a responsible, professional manner.
- Self-directed, motivated team player with a commitment to ongoing professional development
- Perform other duties that may be assigned from time to time.
QUALIFICATIONS:
EDUCATION: Post-secondary education in property management, administration and/or related field experience preferred.
EXPERIENCE: Two (2) to three (3) years recent and relevant experience in facilities management, property operations, and/or in a coordination capacity in an organization that is responsible for the delivery of not-for-profit and supportive housing. Knowledge of serious mental illness and addiction, including supportive engagement strategies, gained by experience working with this population an asset. Experience in not-for-profit housing setting is an asset.
KNOWLEDGE AND SKILLS: Property Management in a non-profit setting. Demonstrated knowledge of the principles and techniques of property management. Other necessary skills include being a team player, a sound decision-maker and problem solver, good communicator skills with honed analytical skills. In addition, the incumbent must demonstrate integrity and ethical behaviour, possess good coping skills, be flexible and show commitment to the work.
Abilities: Communication-written and oral, planning, leadership, interpersonal, negotiating, directing/motivating, organizing, and decision making.
Coping: Able to maintain a mature problem-solving attitude while dealing with interpersonal conflicts, hazardous conditions, personal rejection, hostility or time demands.
Decisiveness: Able to make decisions quickly on available information and take action, make commitments and not change decisions when challenged, deal with emergencies as necessary.
Decision Making and Problem Solving: Able to take action in solving problems while exhibiting judgement and a realistic understanding of issues, able to use reason, even when dealing with emotional topics.
Creativity: Able to develop unique and novel solutions to problems; use intuition and a new way of thinking to give birth to new ideas; present information in an attention-getting and interesting manner.
