Lead, Facilities

Description

Poste chez Canadian Medical Protective Association

LEAD, FACILITIES

CONTRIBUTING TO THE CMPA

The Corporate Services team manages the Association's physical building and office assets and provides procurement, supply chain management, leasing, contract management, archiving, meeting room management, space planning and accommodations, ergonomics, and information intake support. The department is also responsible for enabling risk management through fire and life safety, insurance, physical security and supporting business continuity.

POSITION OVERVIEW

Reporting to the Manager, Corporate Services, the Lead, Facilities is responsible for the Dow's Lake Court (DLC) building operations and for the CMPA's facilities.

As the DLC Facilities Manager, the incumbent is responsible for Dow's Lake Court Inc.'s real estate including supervision of the property management firm, food services supplier, parking services, conference centre, and gym facilities. The DLC Facilities Manager also provides guidance to the property manager on planning and budgeting, reviews operational results, and addresses issues as they arise.

The Lead, Facilities is responsible for the effective operation and maintenance of the Association's facilities. This includes ensuring that the facilities support the current and anticipated business needs of the Association as well as the CMPA's strategic direction.The Lead forecasts (for the near-term, mid-term, and long-term) the space requirements and other space-related implications of organizational change.

The Lead provides a full range of facilities-related services to the CMPA and leads projects, coordinates the work of third parties, and performs work in the areas of space planning, renovations and moves, workstation reconfigurations, health and safety, building security, property management, and asset management.

POSITION ACTIVITIES

Dow's Lake Court - Property Management Supervision

• Participates in negotiating and recommends agreement to new contract and new contract terms
• Supports the development and implementation of long-term, mid-term, and short-term plans for the Dow's Lake Court complex including regular building maintenance; security; cleaning; landscaping; parking garage; and life safety as well as emergency and evacuation planning
• Coordinates services between property management and other services providers such as the Cafeteria, Conference Center, and the Fitness Studio
• Coordinates with the property management company on annual fire and lockdown drills
• Supervises capital improvement or replacement projects/initiatives with an ongoing 10-year plan which covers roofing, building automation systems, lighting upgrades, etc.
• Supports the financial review and monitoring of invoices; the monthly review of the DLC report from the property management firm; and meets regularly with the DLC and property management finance representatives to review monthly reports
• Supports the development of the multi-year operational plan and budgets for DLC in consultation with the DLC management team
• Meets bi-weekly with property manager and building operations staff to provide guidance on operational issues and to stay informed of activity in the complex
• Acts as the main point of contact for the administration and management of landlord issues within the complex; working with the property management company to discuss and resolve property management issues
• Manages relationships with DLC tenants and client community to ensure continuous client satisfaction

CMPA

• Initiates and/or receives internal client requests for new space (i.e., workstation reconfigurations, renovations, minor moves, etc.); conducts space analysis and works with designer to determine appropriate options
• Provides accurate drawings/floor plans and information to the suppliers and contractors for furniture modifications, cabling and electrical requirements, etc.
• Coordinates AutoCAD design drawings for small or large space planning projects with all consultants; reviews and approves the resulting contract documents ensuring all building codes are met
• Works with the CMPA AV technicians to implement any new Audio Visual initiatives at CMPA and DLC
• Ensures that floor plans are kept current by updating them on a regular basis; posts and communicates up-to-date floor plans to CMPA staff, as required
• Performs project manager functions for facility-related projects (i.e., multi-workstation reconfigurations, renovations, major moves, etc.); oversees, coordinates, and implements project plan, including maintaining project schedules and budgets and overseeing work in progress
• Works with Procurement to conduct research and provide advice to CMPA staff and managers on the purchase of facilities-related equipment and items
• Chairs the bi-monthly Joint Health & Safety Committee meetings and ensures CMPA and DLC comply with health and safety regulations and applicable labour laws; oversees the initiation of and management of improvements on an ongoing basis
• Responsible for all functions of the Chief Fire Warden
• Performs basic assessment of employee work area set-up and/or arranges ergonomic assessments with external ergonomists
• Stays apprised of relevant legislative changes and develops corporate programs, campaigns, and policies (e.g., health and safety, building accessibility, etc.)
• Plans, leads, and/or participates in special projects as required

People Leadership

• Effectively manages the work of the team (i.e. ensuring the team's work aligns with the vision and values, removing obstacles that interfere with their ability to achieve their goals, defining the team's objectives)
• Leads and provides guidance to the team, (i.e. assisting employees with their career development including conducting the annual performance appraisal process, coaching to advance individual's skills, motivating employees to do their best work, promoting cross-department/cross-business capability collaboration, and creating an environment that values open communication, trust, and experimentation)
• Creates a culture of accountability and empowerment. Encourages continuous learning and development.
• Promotes a work environment that fosters teamwork, collaboration, respect, and inclusion within the department and throughout the Association

EDUCATION AND EXPERIENCE

• Minimum 3 year college or university degree in a related field (i.e., Facility Management, Business Administration, etc.) or an equivalent field of study
• Minimum 7-9 years of relevant experience working in an office environment performing facilities related work, including 3 years of experience in a people leadership role
• Facility management courses (International Facility Management Association) or equivalent an asset
• Certified Facility Manager (International Facility Management Association) or equivalent would be an asset
• Strong understanding of Health & Safety and WHMIS legislation; Health & Safety Certification and WHMIS training is required
• Sound understanding of financial management and budgeting
• Project management/coordination experience required
• AutoCAD (automated drafting) or equivalent would be an asset
• Courses on ergonomics in the workplace, the trends, and how to do an ergonomic assessment would be an asset

SKILLS AND ABILITIES

• Ability to manage performance, lead, and foster a positive and collaborative team environment
• Superior interpersonal skills with the ability to resolve conflict and to provide advice, guidance, counselling, and coaching to employees
• Excellent judgment, negotiation, organizational, and interpersonal skills
• Ability to function effectively both independently and within a team environment
• Ability to build effective working relationships with internal and external partners
• Demonstrated working knowledge of MS Word and MS Excel
• Ability to take initiative in a fast-paced work environment with an ability to manage multiple projects simultaneously
• Advanced written and verbal communication skills in English
• Ability to read and interpret building blueprints, specifications and other graphic representations used in space planning and fit-up projects is preferred

POSTING DETAILS

• Job type: Regular full-time opportunity
• Salary range: $100,400- $134,300 annually - role classified as level 9.
• Location:Hybrid - Primary On-Site. You will work from the CMPA office located in Ottawa, Ontario near the beautiful Dow's Lake the majority of time (3-4 days per week), with some flexibility to work remotely from a home-based office within the provinces of Ontario and Qubec (1-2 days per week).
• Selected candidates may be required to complete a skills assessment.
• Application deadline: March 31, 2025 at 4:00pm EST.

The CMPA is an equal opportunity employer and is committed to being responsive to those living with disabilities and strives to prevent and remove barriers to accessibility. The CMPA will provide support and accommodation in its recruitment processes to applicants living with disabilities. If you are invited to participate in an interview and have accommodation needs, please let us know.

Equity, diversity, and inclusion (EDI) is a key priority, and we actively strive to build a culture of inclusion where employees can be their authentic selves and are valued for their diverse experiences and perspectives.

We welcome and encourage candidates from diverse backgrounds and a variety of lived experiences to apply.