Job Title: Senior Manager, Facilities
Position Type: Full time
Department: Facilities and Property Management
Reporting to: Director, Facilities & Property Management
Direct Reports: Building Operators
Indirect Staff: Custodians, Housekeeping, Security personnel
Start Date: September 2019
Application Deadline (minimum 2 week posting): 2019-08-20
*Interviews may be conducted throughout the posting period. However, no offers will be made until after the posting closes.
Location: Ability to work Cross-Portfolio, with a permanent desk at Artscape Bayside Lofts
Artscape believes that thriving artists help build thriving communities. Our projects cluster creative people together in facilities that are designed to help them thrive while creating additional positive cultural, social, economic and environmental outcomes for the communities in which they’re located. Their development is rooted in a practice called creative placemaking, which leverages art and culture to build vibrant, sustainable, prosperous and inclusive communities.
Artscape’s diverse portfolio includes community cultural hubs, affordable rental and ownership housing, and performance and rehearsal spaces. Our approach to sustainability includes balancing affordable rents with earned income through social enterprises including events venue rentals.
Reporting to the Director, Facilities and Property Management, the Senior Manager, Facilities oversees the day-today operations of Artscape’s cultural hubs and residential properties across Toronto. The Senior Manager mentors and coaches a team of 7 full time Building Operations across our portfolio, with an emphasis on providing expertise for day to day building management, serving as an escalation point for complex building issues, demonstrating strong financial management of building expenses to achieve our social enterprise goals, and exemplifying high client service levels.
This is an exciting opportunity to lead a team that is passionate about our work, and make a positive impact in a growing organization that sits at the intersection of arts and culture, city building, social enterprise.
- Ensures that Artscape buildings and grounds are well maintained by overseeing maintenance policies, plans, and procedures including work order and maintenance request systems, purchase order systems, bidding requirements, corrective and preventative maintenance, inventory control and turnover procedures
- Facilitates an environment of sound practice, clear communications, and engagement amongst operational staff and with staff onsite at Artscape properties
- Works with Building Operators to implement quality maintenance, custodial and repair processes and controls, while ensuring expenses are kept within budget
- Maintains full compliance of the Artscape building portfolio including residential and commercial property legislation, building codes, health and safety and municipal standards and practices
- Reports on the health of the portfolio through the application of property management performance indicators, dashboards and asset management planning
- Identifies opportunities for operational efficiency through a cross portfolio approach to planning and budgeting
- Under the guidance of the Director, Facilities and Property Management, executes a portfolio-wide approach to emergency response and business continuity, including oversight of the after-hours emergency response process
- Support the Director to execute a portfolio-wide approach to inspections and building condition assessments
- Collaborates with Hub Staff and Artscape Performance and Event Venues staff to effectively problem solve building issues and proactive maintain building operations based on public hours and use
Staff Supervision and Collaboration
- Manages a team of 7 full time Building Operators to collaborate for efficient, cost effective operations and high levels of customer service
- Oversees employee performance management process and provides ongoing support and feedback to the team regarding their job performance
- Ensures Artscape values are reflected in a culture of problem-solving, teamwork and customer service
- Conducts and/or facilitates trainings and meetings to ensure health and safety, emergency readiness, and strong practices and protocols
- Promotes staff awareness, education and ensures full compliance with apply health and safety, building and tenancy-related legislation as well as OHSA and AODA
- Collaborates with the Artscape Leaderships Team, including those leading Artscape community cultural hubs and portfolio development, to ensure progress towards the organizational strategic plan
- Serves as the Management Representative on the Joint Health and Safety Committee
Tenant and Community Engagement
- Supports staff to develop positive interaction and exceptional communication with Artscape tenants, members and owners
- Meets with stakeholders to address problems and identify opportunities for quality improvements
- Reviews tenant and owner unit upgrade proposals and recommends go forward action for Director approval
- Acts as the Artscape representative on applicable Shared Facilities Committees and/or Condo Boards
Asset and Financial Management
- Works with the Director of F&PM to prepare and monitor property budgets, analyze cashflow and adjust priorities and expenses accordingly
- Provides input on operating proformas for buildings in development as well as long-range asset planning for existing buildings
- Negotiates supplier, service and other building contracts that support asset sustainability
- Reporting on facility issues, maintenance and general updates to Artscape boards.
New Project Development
- Works with the Portfolio Development team to develop and implement workplans through all phases of construction, lease-up, move-in and post-occupancy satisfaction
- In collaboration with the Director and the overall F&PM team, supports the tenant and owner lease-up experience and works hand in hand with the development team to execute the transition from project construction completion to the lease-up phase in a timely manner
- Certification in property management, building systems or an equivalent combination of post-secondary training and experiences
- 5-7 years managing the day to day facilities operations of commercial, mixed use and/or residential properties, experience in non-profit organizations would be considered an asset
- 3-5 years leading and motivating a team of 5-10 full time staff
- Experience developing and managing budget, ability to prioritize building expenses to manage building needs and cash flow considerations
- Familiarity with relevant regulations, legislation and procedures including fire and building codes; residential and commercial tenancies; health and safety; accessibility; and human rights
- Strong background in building operations, people management and financial management
- Proficiency with Customers Relationship Management (ie- Salesforce) or other property management software solutions is required
- Experience working in heritage properties, social or affordable housing is considered an asset
- Solution focused – views challenge and complexity as a part of the job and remains calm and positive while developing solutions to problems
- Leads by example- will support the team on the ground through coaching, mentoring and visibility to staff onsite
- Strong communicator- builds healthy relationships with colleagues, tenants and other stakeholders to advance the mission and mandate of Artscape
- Thrives in a fast paced organization and believes in the vision and mandate of Artscape
Please respond with:
- Specify where/how you found out about the opportunity
- Your salary expectations
- A resume
- A cover letter outlining the qualifications and experience you would bring to the position and how you found out about the employment opportunity
Please note: Submissions must include all requirements listed above, including your salary expectations. Incomplete applications will not be reviewed.
Applications will be received in confidence by mail or email and should be forwarded to:
Attention: Human Resources
130 Queens Quay East
Suite 423, 4th Floor East Tower
Toronto, ON M5A 0P6
firstname.lastname@example.org (please note your name and the job title in the email subject line)
No phone calls please. We thank all applicants, however only those being considered for an interview will be contacted directly.
Artscape is an equal opportunity employer and is committed to diversity and inclusiveness in all its work. We work proactively to be fair and equitable in practice and to build diversity into our teams, creative communities, programs and services.
In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, 2005, accommodation will be provided at any point throughout the hiring process, provided the candidate makes their accommodation needs known to Artscape.
Artscape is a not-for-profit urban development organization that makes space for creativity and transforms communities. Our work involves clustering creative people together in real estate projects that serve the needs of the arts and cultural community and advance multiple public policy objectives, private development interests, community and neighbourhood aspirations and philanthropic missions. artscape.ca