Manager, Office and Facilities

Engineers & Geoscientists British Columbia; Burnaby; On-site; CAD 86,000 - 97,000; Full time

Job summary

A professional regulatory body in Burnaby is seeking a Manager, Office and Facilities. This role includes managing facilities operations, liaising with vendors, and leading a team. The ideal candidate has 6+ years in facilities management and administration. The position offers a competitive salary from $86,500 to $96,500, along with comprehensive benefits in a supportive environment.

Benefits

Competitive salary

Comprehensive benefits

Inclusive culture

Qualifications

• 6+ years of related progressive experience in facilities management.
• 6+ years of experience in administration management and project coordination.
• 3+ years of project management experience including managing budget and expenses.

Responsibilities

• Manage day-to-day responsibilities related to facilities functions.
• Liaise with property management and vendors for maintenance and procurement.
• Coordinate short and long-term space planning for the organization.

Skills

Facilities management

Administration management

Customer service

Project coordination

Relationship management

Leadership

Education

Post-secondary education in business or administration

Job description

Overview

Engineers and Geoscientists British Columbia is currently searching for a Manager, Office and Facilities to join our team in Burnaby. The Manager, Office and Facilities reports to the Director, Human Resources & Facilities (DHRF) and is responsible for managing the day-to-day facilities functions (building, grounds, parking), management of reception, working with information systems regarding building access and security, liaising with and providing guidance to the property management company, working with vendors regarding administration equipment procurement, leading short- and long-term space planning initiatives, and managing the day-to-day office administration function and the role of Administrative Assistant, Facilities.

Our organization – one of BC's Top Employers – offers a competitive salary, comprehensive benefits, and an inclusive culture. Full details on our compensation and benefits value offering can be found below.

WHAT YOU WILL BE DOING

• Managing the day-to-day responsibilities related to facilities for the property (building, parking, and grounds) including coordinating all interior and exterior scheduled and unscheduled maintenance and upkeep. Scheduling and coordinating with vendors. Providing regular updates to the DHRF.
• Liaising with and providing regular guidance to the property management company. Managing the coordination of building and ground system repairs and monitoring performance. Reviewing monthly reports and financials provided by the property management company to ensure accuracy and to understand work planned, underway, and completed, work recommended and related vendors.
• Coordinating the completion of a formal building assessment every 3-5 years with an external property assessor. With guidance from the DHRF, utilizing the assessment results to formulate and proactively manage short-term, mid-term and long-term maintenance schedules to allow for appropriate facilities planning, annual facilities related budgeting and budgeting related to the building reserve fund.
• Working with Information Systems to understand access card distribution and 2N intercom programming. Managing building security and access involving alarm codes and keys including distribution and related staff communication. Ensuring compliance with safety and security protocols including assisting in fire drills and other emergency preparedness measures.
• Managing front desk reception operations and the role of Administrative Assistant, Facilities as a direct report. Providing direction and guidance for day-to-day responsibilities of the reception function. Managing primary backups for Reception / Front Desk when AAF is absent and acting as a secondary backup for Reception / Front Desk on an as-needed basis.
• Providing leadership to direct reports with accountability for hiring, training, coaching, and mentoring; responsible for conducting all aspects of performance management as well as making recommendations for training and development.
• Coordinating with equipment vendors and maintaining vendor relationships. Completing the RFP process for equipment contracts (e.g. photocopiers, janitorial, coffee, courier, etc). Developing specifications and requirements, formulating and distributing RFPs, reviewing proposals received, obtaining approvals, and providing responses to RFP respondents.
• Actively involved in a lead capacity with short and long-term space planning. This includes managing day-to-day space usage, layout, and staff seating assignments as well as space capacity planning both short-term and long-term to understand and report on projected need (re: growth), building occupancy limitations and related timeframes. Liaising with external consultants and subject matter experts related to space planning, as needed.
• Managing the purchase process of all day-to-day office and facilities supplies, snacks, and office/ergonomic furniture.
• Managing the function of off-site storage, communicating with staff who have items stored to ensure safe storage, storage efficiency and cost-effective utilization.
• Reviewing facilities-related invoices for accuracy, providing DHRF all related expense detail for review and processing invoices to accounts payable for payment.
• Working with DHRF to develop and confirm protocols and policies related to facilities, administration, and space planning function, as required.
• Other duties as assigned by direct leader and, as appropriate, members of the departmental leadership team.

WHAT YOU BRING TO THE TABLE

The successful applicant will possess the following:

• Post-secondary education in related field is preferred (business, administration, facilities management). Directly relevant experience in lieu of post-secondary education is also accepted.
• 6+ years of related progressive experience in facilities management.
• 6+ years of experience in administration management, customer service, project coordination and planning, relationship management, and document/records management.
• 2-5 years of experience providing leadership and direction to direct reports with accountability for hiring, training, coaching / mentoring, overseeing all aspects of performance management, and making recommendations for training and development.
• 3+ years of project management experience including managing budget and expenses.
• 3+ years of experience in space management and capacity planning.

WHAT'S IN IT FOR YOU

Each member of our team contributes to public safety in BC and helps us deliver on our vision of "modern regulation for a resilient world." We serve the public as an inclusive, progressive, and future-focused regulator. Our Strategic Plan also places priority on our role to advance climate action, foster equity, diversity and inclusion, and move towards reconciliation with Indigenous peoples. At Engineers and Geoscientists BC, we are committed to demonstrating our values of collaboration, excellence, integrity, and innovation.

This role offers a competitive compensation and benefits program including a salary within our hiring range of $86,500 to $96,500. Placement within the hiring range will be based on candidate experience relative to the requirements of the role. Additional details on our generous benefit offerings are found below.

WHO WE ARE

Engineers and Geoscientists BC is proud to be recognized as one of BC's Top Employers.

Engineers and Geoscientists British Columbia is the business name of the Association of Professional Engineers and Geoscientists of the Province of British Columbia. We regulate and govern these professions under the authority of the Professional Governance Act.

We are charged with protecting the public interest by setting and maintaining high academic, experience, and professional practice standards for over 40,000 registrants. Individuals licensed by Engineers and Geoscientists BC are the only persons permitted by law to undertake and assume responsibility for engineering and geoscience projects in BC.

We are a not-for-profit organization governed by a board of elected registrants, licensees, and government appointees. The board is accountable to the public through the Ministry of Post-Secondary Education and Future Skills under the Office of the Superintendent of Professional Governance, for both the governance and management of the organization.

To learn more about our work please visit us at https://www.egbc.ca.