Head of Property & Corporate Services

Groom & Associates; Montreal; On-site; CAD 145,000 - 167,000; Full time

Job summary

A leading international banking and financial institution is seeking a Head of Property & Corporate Services based in Downtown Montreal. This key role involves overseeing various facilities management activities and coordinating with teams in New York and Paris. Candidates must possess strong leadership skills and a deep understanding of HVAC systems, as well as fluency in both English and French.

Benefits

15-20% bonus

5 weeks of vacation

Health benefits

Qualifications

• 6+ years of experience in a relevant environment.
• LEED certification an asset.
• Knowledge of HVAC systems required.

Responsibilities

• Coordinate real estate projects and supervise the PCS team.
• Oversee office facilities in Montreal and Toronto.
• Manage contracts with vendors for goods and services.

Skills

Leadership

Invoicing Management

Facilities Management

HVAC Knowledge

Communication in English and French

Education

Bachelor Degree / BSc Degree or equivalent

Job description

Job Number : J0625-0272 Job Type : Full Time Job Category : Facilities &Properties Salary : Open

Head of Property & Corporate Services

Title : Head of Property & Corporate Services

Status : Permanent, Full time

Salary : $145,000 annual salary + 15-20% bonus + 5 weeks of vacation + health benefits

Location : Downtown Montreal, Quebec

Note : Some travel to Toronto will be required, about once every quarter

TO APPLY : Please send your resume to

Our client is an international banking and financial institution with divisions located in the Americas, Europe, Asia, and the Middle East. They are establishing their first Canadian office and are expecting exponential growth.

The Head of PCS coordinates real estate projects (space acquisition, disposal and renovations) with the PCS teams in New York and Paris and handles non-IT procurement activities and also administers the Corporate Secretariat function (delegations of authority)

They are responsible for the overall functioning and supervision of Property & Corporate Services which includes the following areas : Facilities Management, Office Services, Non-IT Procurement, Mail and Messenger Services, Security, Renovation project including coordination of external consultant and Insurance Program Management.

The Manager of PCS supervises one internal junior position and external goods & services providers, including but not limited to those providing construction, cleaning, maintenance, food services, furnishings, safety, security goods and services.

Key Responsibilities :

• Supervision of the PCS Team including setting objective, contribute to year end evaluation, etc
• Supervise the activities of the units which report to the position directly and participates in meeting concerning the areas under the responsibility.
• Responsible for the preparation of capital and operating budgets linked to the office premises and services.
• Oversee office facilities in Montreal and Toronto, including any spaces subleased to others. This includes maintaining adequate insurance coverage; monitoring of lease obligations; management of subtenant rent billings and payments; supervision of all construction and departmental relocations; maintenance of facilities, including critical infrastructure, safety and security equipment and systems.
• Arrange and coordinate reconfigurations and moves of internal departments as well as new installations, ensuring completion within established schedules and budgets.
• Lead the department’s sourcing initiatives in coordination with Global Sourcing & Procurement (GSP) and work with Legal in RFP processes and in the contracting of premises related goods and services. Oversee the department’s vendor contract files and create milestone alerts for scheduled increases, options (early termination, expansion / contraction, etc.)
• Is responsible for the physical security and safety of employees and facilities
• Manage operation of electronic security access and surveillance systems and issuance of access cards
• Ensures that proper inventory controls are maintained for all fixed assets, forms and supplies
• Contracts with construction, facilities maintenance and office services vendors for goods and services at competitive pricing
• Actively track with Finance actual expenditures against the established budgets, prepare forecasts and provide regular reporting to management
• Serve as department BCP Coordinator for PCS and organize with department team members the recovery plan and the annual update of the department’s Business Impact Assessment

Quality and controls :

• Ensure all premises are compliant with all local and national codes pertaining to construction, occupancy, safety and security of office facilities..
• Define KPIs in coordination with New York PCS and Paris PCS and local Management
• Perform controls on invoice management, controlling proper execution versus orders, ensure smooth payments
• Formalize and control the execution of the services provided by the external service providers

Other Responsibilities :

• Responsible for maintaining updated PCS department policies and procedures
• Liaise with PCS Paris on initiatives concerning office premises
• Exercises the duties of a manager with respect to supervision of all personnel within the department

Qualifications :

• Bachelor Degree / BSc Degree or equivalent
• 6+ years of experience in a relevant environment
• Engineering background - knowledge of HVAC systems is required
• Experienced in leading a team
• Invoicing management : ability to monitor timely orders, execution and delivery, follow-up and payments of services
• Experience in facilities management and / or corporate services, projects
• Knowledge / experience related to HVAC system, experience leading real estate’s strategies in support of organization business plan, expertise in designing, implementing, evaluating programs in physical facilities, accessibility, environmental issues, etc.,
• LEED certification an asset
• Familiarity with building MEP infrastructure systems and general construction processes
• Office leasing and contract practices
• Verbal and written communication skills in English and French required (You will need to service Anglophone clients and work with Anglophone colleagues)

We thank all candidates for showing interest in this role; however, only retained candidates will be contacted.

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