Knox College, Canada

Job posting: Manager of Facilities

Knox College seeks Manager of Facilities; applications due March 16, 2018.

JOB POSTING: Manager of Facilities

REPORTS TO: Director of Finance and Administration

EMPLOYEES DIRECTLY SUPERVISED:  Assistant Manager of Facilities, Supervisor of Housekeeping, Facilities Maintenance Specialist, Student Workers – Resident Dons, and Building Security

EMPLOYEES INDIRECTLY SUPERVISED:   Housekeeper 1, Housekeeper 2

Job Summary

The Manager of Facilities is responsible for managing the maintenance, security, rental and booking of College facilities, property and equipment including the Residence.  The Manager of Facilities oversees the hospitality function.  The position acts as Health and Safety Coordinator for the College.

Duties and Responsibilities

The following accountabilities are not listed in order of priority:

• Manages and oversees the Residence and related functions including the resident application and selection process and the selections of Residence Assistants and Dons.
• Manages and oversees the Hospitality function including negotiation of annual contracts with Food Service provider.   
• Manages and oversees the maintenance and cleaning of all buildings and grounds including the coordination of contractors for repairs.  May undertake minor repairs where able.  
• Oversees the phone system, U of T Telecommunications, photocopiers and postal machine (including leasing, purchasing, supplies, contractors and any compliance issues).
• Oversees the Audio/Visual/Sound equipment including purchasing and the coordination of use.
• Manages and oversees the Security of the Buildings including the training of security worker (students).  Liaises with U of T Police and Insurance Company for claims. Takes action to confront non-threatening security situations, if they arise.  Oversees the Key System.
• Approves and/or orders office supplies, furniture and small computer equipment within authorities.
• Manages and oversees all building rental activities including weddings, filming, parking, internal and external catering, beverage services, land leases and after hours classroom space.  
• Plans and executes Capital Projects such as building renovations and others.
• Acts as Health and Safety Coordinator for the College ensuring general Health and Safety of the College for all people and ensures compliance with regulatory agencies.
• Coordinates the recycling and waste management programs.
• Ensure compliance with regulatory bodies for Fire Code and Elevator.
• Supervises assigned staff in a manner that motivates, guides and directs employees to the realization of College goals and objectives.  Maintains a work environment that promotes staff participation teamwork and positive employee relations.
• Ensures orientation and training of assigned staff and oversees schedules and activities according to College policy, procedures and guidelines.  Ensures staff cross training and back up assignment is in place for all staff in area.  Participates in the recruitment, evaluation, discipline and termination of personnel.
• Ensures compliance with provincial fire and occupational health and safety legislation, regulations, policies and procedures; ensures that employees are properly trained in health and safety issues.
• Monitors all personnel records for staff such as attendance, lieu time, vacation, etc. and reports same to Human Resources.
• Constantly monitors the processes and procedures of assigned functions and continually assesses their efficiency to ensure the highest level of service is being provided. Where necessary, modifies the process or procedure to ensure maximum effectiveness and efficiency.   
• Develops and recommends operating policies and procedures governing department functions, including performance and quality standards that will ensure an efficient and excellent quality service is provided or standard achieved.
• Assists the Director of Finance and Administration in the development and implementation of the budget. Monitors on an on-going basis ensuring expenditures are within assigned authority and approved limits.  Approves invoices.
• Addresses unusual or escalated inquires/complaints from Assistant Manager of Facilities or housekeeping staff.
• Works closely with other staff to ensure the coordination of the activities and requirements of own department with those of other departments.
• Prepares and presents reports as required.
• Conducts meetings as required.
• Participates in meetings and committees as required.
• Performs other duties as assigned.

  Technical Skills/Education:

 Advanced knowledge of facility and property management.

• Excellent communication skills to deal with contractors, negotiate on behalf of the College and respond to escalated complaints.
• Excellent organization skills to manage various functional areas and projects.
• Ability to multi-task and deal with interruption and tight deadlines.
• Knowledge of Microsoft Office (Word, Excel, Outlook).

Experience/Training:

• 3 year Property Management Diploma or equivalent.
• Workplace Health and Safety Certification Category 2.
• Experience in progressively responsible property and facility management positions.
• Experience overseeing a residence or similar operation.
• Experience in a supervisory capacity.

Working Conditions:

• Normal office working conditions generally apply, and the individual does have the ability to move freely as required to reduce fatigue. Spends time reviewing documentation and working on a computer.
• Heavy lifting may be required to assist in facility and property activities.
• On call for emergency building, security and property issues 24 hours/day, 7 days/week

To apply:

Please forward a cover letter and resume to knox.financedirector@utoronto.ca by Friday, March 16, 2018, the subject line to read: Manager of Facilities.

We thank all applicants for their interest, however, only those selected for an interview will be contacted. No phone calls please. Knox College is an Equal Opportunity Employer.