Job Req ID:  1012
Department:  Facilities Operations Central Zone

Supervisor, Facilities Operations

Job Number: 1012 
Job Type: Full-Time 
Location: 100 Maple Grove Rd - Regional Operations Centre, 150 Frederick St - Regional Admin Headquarters 
Job Category: Other 
Number of Positions: 1
Department: Facilities Operations Central Zone 
Division: Engineering and Environmental Services 
Hours of Work: 35 
Union:  Management/Management Support 
Grade: Management/Management Support Grade 07 
Salary Range: $97,825.00 - $122,285.80 

Posting Date: May 9, 2024

 

Our Story:

Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy, collaborative environment of learning, respect and innovation.

This is a place where employees are valued and recognized for their talents and contributions to our success. Our employees take pride in making a difference in people's lives through the work that we do. We are looking for people like you to help make it happen.

The Role

Supervises staff and contractors in carrying out the safe operation and maintenance of regional facilities (e.g., administration, long term care, public housing, landfill, water services, transit, paramedic services, police), ensuring efficiency, cost-effectiveness, and environmental standards compliance. Analyzes data, proactively plans for, and manages projects to ensure building assets (approximately 1,900 buildings valued at approximately $1.4B) are maintained per legislation, policies, and procedures. 
 

Duties/Responsibilities

  • Supervises a range of jobs/staff, including facilities maintenance technicians and skilled trades (e.g., plumbers, gas technicians, electricians, carpenter), general maintenance staff (grounds, building), work coordinators, administrative staff (e.g., work scheduling, customer service/work reception), and summer students in a project management matrix framework. Assigns projects and tasks to staff based on resource requirements and other considerations.  
  • Participates in an official on-call supervisor rotation. Supervises a 24-hour emergency maintenance response program.
  • Plans short/medium-term building operations work, and supervises daily work (corrective, demand, emergency, preventive) on mechanical equipment; elevators; environmental and building automation systems (e.g., electrical, plumbing, fire alarm, sprinkler, pneumatic, solid state), general maintenance, and parking enforcement. Conducts pre-job surveys for work orders. Identifies problems and solutions. Coordinates scheduled maintenance with staff and contractors. 
  • Acts as a main point of contact for building occupants/tenants, and neighbouring properties, regarding maintenance and repair work, including complaint resolution. Is a contact for business/construction and utility companies; insurance adjusters/inspectors; and equipment manufacturers/wholesalers.
  • Supervises work order and office administration, and coordination of work and scheduling functions, including a work order management system. Ensures work orders and related paperwork and project documentation is maintained and completed, and that work is scheduled and distributed to meet legislated and service level agreement timelines. Makes changes to processes and procedures for continuous improvement.
  • Conducts analysis of work order data and regular reviews and evaluations of equipment, critical building systems, and maintenance practices, processes and procedures to determine efficiencies, cost savings, and continuous improvement. Provides technical advice/assistance on maintenance issues to client departments and senior management. 
  • Assists Manager and program/project management staff to prepare capital and operating budgets for repairs, renovations, and replacements. Administers and monitors building operating budgets. Monitors maintenance budget. Consults with client departments to review services; develops and provides same with expenditure reports and forecasted total expenditures; and provides estimates on new work and future budgets. Approves invoices and purchase requisitions and holds a P-card.
  • Coordinates/conducts technical investigations to identify and prioritize work and prepare cost estimates; makes recommendations to divisional and client management staff. Schedules project design and implementation.
  • Assists in the procurement process and administers contracts for minor capital/emergency work; specialized work (e.g., electrical, plumbing, flooring, mechanical, maintenance); and services (e.g., elevator maintenance, grass cutting, snow/waste removal, janitorial/custodial). Maintains related cost/performance data. Participates on system/equipment selection committees.  Recommends procurement strategies (including consultants, contractors, materials, buying, selling, and leasing property).
  • Ensures the safe operation and maintenance of vehicles, specialized tools, and mobile equipment used by staff. Ensures contractors perform work per specifications and safely.

 

Additional Duties/Responsibilities

  • Develops, implements, and maintains a preventive maintenance program. Develops inspection schedules to track property/building condition/elements. Designs processes to ensure protection of asset investments, and uses tools for analyzing life cycle costs to inform decision making. Develops, maintains, and revises policies, procedures, and standards for operation/maintenance of buildings, including standardized processes for documenting, communicating, and sharing building information.
  • Administers projects or portions of major projects, including preparing correspondence and reports; monitoring project schedule; coordinating closeout; and warranty documentation. Monitors to ensure contractors comply with contract plans and specifications; regional, municipal, provincial, utility, conservation authority, and environmental standards and requirements; and health and construction safety standards, and legislation.
  • Maintains procedures manuals for each plant/facility (e.g., maintenance schedules, descriptions/ instructions (e.g., lock out tag out inspection), emergency procedures, fire evacuation plans). Develops and maintains best practices.
  • Develops and implements training and education programs for staff. Coordinates safety training programs with corporate health and safety staff (e.g., asbestos, WHIMS, confined space, fire, bomb threat, first aid). Investigates and reports accidents/incidents per policy, ensuring proper documentation/recordkeeping, and implementation of hazard mitigation measures. 
  • Initiates and works on energy management and conservation programs; stays current on incentives and rebates. 
  • Obtains permits/approvals for capital works and building renovations (e.g., building inspectors, fire). Obtains direction on regulations/restrictions from authorities/Ministries.
  • Schedules and coordinates minor moves within buildings (e.g., furniture, medical equipment).
  • Participates on/chairs committees (e.g., joint health and safety, infection control, recycling).  Represents FM interests on corporate committees. 
  • Assists to develop, implement, and audit new procedures and programs to ensure legislative compliance (e.g., ESA and contractor safety management programs, mould remediation) and makes recommendations to senior management to update.
  • Contacts Ministries regarding spill containment, gas-fired equipment installation, and occupational health and safety issues. 
  • Performs related duties as required.

Knowledge, Skills, and Abilities

  • Knowledge and skill normally acquired through progressively responsible related experience and an educational background such as journeyperson status in a building-oriented discipline (e.g., carpentry, electrical, mechanical, plumbing), or a related diploma/degree (e.g., Construction, Mechanical Engineering Technology, Certified Engineering Technology), or other relevant equivalent.
  • Knowledge of facility management, building maintenance, and operations practices, procedures, technologies, and standards, including building codes and regulations.
  • Knowledge of corporate policies, procedures, and standards; building maintenance practices and industry standards; relevant municipal by-laws; local utilities standards; relevant legislation (e.g., health and safety, industrial and construction, tenant-related, Building and Fire Codes, long term care, green energy, environmental, technical standards and safety); and collective agreements.
  • Ability to organize and coordinate maintenance work and schedule staff to optimize cost effectiveness and efficiency in a unionized environment.
  • Assessment, analytical, problem solving, project management, and continuous improvement skills to identify gaps and proactively plan, document, and develop and adjust processes; plan and develop objectives for administering technical, operational, safety and financial components of work; find solutions to maintenance issues; meet inflexible deadlines; ensure database/data integrity, analyze and manipulate data sets; and apply risk assessment and evaluation methods to meet maintenance service levels. 
  • Leadership, human relations, and communications skills to supervise, train, develop, motivate, and support staff; work with project committees; respond to inquiries/complaints; provide effective customer service; interview and negotiate with contractors to resolve disputes; prepare and present business cases to committees and staff; conduct training/education programs for staff; and participate as an effective team member. 
  • Ability to read and understand architectural, structural, electrical, and mechanical drawings; blueprints; work orders; technical specifications/reports/submissions; policies and procedures; minutes; journals/newsletters/trade magazines; product information; and codes/regulations. Ability to write letters, memorandums, reports (e.g., job costing/status, technical), work orders/technical specifications/scope of work, checklists, facility operation/maintenance manuals and procedures, budget recommendations, and schedules. Ability to complete designated substance surveys.  
  • Computer skills using software such as Microsoft Office, and work order systems.
  • A tuberculosis (TB) test and required immunization(s) are required for working in a long term care facility.
  • Must provide an acceptable vulnerable sector police records check for working in a long term care facility. 
  • Ability to participate in an official standby/on-call rotation to respond to legislated or time sensitive demands beyond regularly scheduled work hours.
  • Ability to travel within Waterloo Region. 
  • Ability to support and demonstrate the Region’s values.
     

The Region of Waterloo is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process.  At the Region, we respect, encourage and celebrate our diversity.  The Region of Waterloo is committed to providing accommodations throughout the recruitment process.  If you require an accommodation, please notify us and we will work with you to meet your needs.

Alternate formats of this document are available upon request.  Please contact the Service First Contact Centre at phone number (519) 575-4400, TTY number (519-575-4608) to request an alternate format.

Please note: Due to the high volume of applications we receive, only those candidates selected for an interview with be contacted through email.  Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular).