Supervisor - Facilities Contract Services - Full-Time

POSITION SUMMARY: Under the general supervision of the Manager Facilities Services, is responsible for coordinating facility maintenance, preventative maintenance, and legislative programs for new and existing commercial and regional facilities. This position is also responsible for the effective and efficient planning and direction of municipal facilities maintenance, repair, renovations and security systems as assigned. The position will also coordinate and maintain Corporate security infrastructure including card readers, security cameras, intrusion alarms, as well as contract security personnel.

As a member of the Facilities Services Management Team:

MAJOR RESPONSIBILITIES:

• Plans, directs, supervises, reviews and schedules the maintenance, repair, and renovations for facilities and properties owned or operated by the municipality as assigned.
• Schedules and direct the assignment of work, personnel, equipment, and resources for the Section’s operations; coordinates work activities of contractors and vendors that provide services for the Division; instructs personnel in the most efficient and effective methods of performing their duties.
• Examines daily time sheets, work orders and invoices for proper cost allocation as well as monitor and provide cost control on accounts, reports variances, schedules and approves annual vacations and overtime of assigned personnel.
• Investigates and provides reports for claims of injury, damages or complaints and takes appropriate action.
• Assesses Division staffing needs, makes recommendations on complement amendments and organizational structure, participates in recruitment processes, and makes effective hiring decisions.
• Supervises Divisional staff including staff development, performance management/review, coaching/mentoring, health and safety, collective agreement administration, discipline and termination decisions.
• Develops and administers facility maintenance and preventative maintenance programs, which includes developing schedules in relation to preventative maintenance and life safety inspection/repair, legislative compliance, asset management, and security programs for new and existing commercial and regional facilities.
• Coordinates and maintains Corporate security infrastructure including all Corporate closed circuit television installations, building card access systems, foot and mobile response and patrols, design and implementation of a new master keying system, and the; authorizes all access and code changes; and develops, monitors, and updates a computerized security inventory in relation to all Corporate security systems.
• Coordinates facility inspections in relation to legislative programs and asset management programs; ensures corrective action in new and existing commercial and regional properties as required.
• Conducts research and prepares reports, background material, and briefing notes, as required.
• Ensures confidentiality of sensitive labour relations and security material used within the Department and Corporation.
• Participates in the RFP process, which includes the selection, management, and evaluation of service providers.
• Participates in the preparation and administration of the operating and capital budgets for the Section; submit budget recommendations; prepare cost estimates; submit justifications for expenditures; monitor and manage budget expenses.
• Ensures the development and maintenance of records required by all governing bodies such as ESA, CSA, TSSA, small drinking water systems, fire code, and building codes as well as inventories and records of the location, condition and upkeep of the infrastructure under the jurisdiction of the Division.
• Participates in the development of goals and objectives of the Division. Makes recommendations for changes and improvements to existing standards, policies, procedures, and processes. Monitors and supervises Section work activities that ensure compliance with established policies and procedures.
• Ensures insurance, equipment, procedures, and controls are in place to protect the Corporation from civil liabilities due to its facilities and operations under the jurisdiction of the Division.
• Liaise with property tenants/customers, departments and divisions in the development and implementation of facility maintenance programs.
• Performs such other related duties as may be assigned.

QUALIFICATIONS:

Education/Experience:

• Diploma in architectural, engineering, or environmental technology or a related field; or
• Journeyman certificate in a building maintenance industry (plumbing, refrigeration HVAC or electrical)
• Minimum 5 years’ experience in facilities management & programs, building systems and maintenance, including life safety and preventative maintenance
• Three to five years’ experience in a supervisory capacity
• Knowledge of and experience with building security systems
• Knowledge of applicable legislation

Skills/Abilities:

• Ability to communicate effectively and concisely, both orally and in writing
• Ability to establish and maintain effective working relations with co-workers, other Municipal staff, consultants, contractors, private and public officials, and the general public
• Strong leadership skills including the ability to direct, motivate, evaluate, and recognize staff; proven ability to share skills and knowledge with others
• Ability to work independently and as a member of a team
• Excellent project/time management, analytical/critical thinking, problem-solving and decision-making skills
• Ability to think and act strategically in a public sector environment, including the ability to anticipate emerging priorities and conceptualize and implement change strategies
• Must be at an intermediate skill level in word processing and spreadsheet software
• Familiarity with budgeting principles and the tendering and purchasing process
• Must be competent within the meaning of the Occupational Health & Safety Act
• Must possess and maintain a valid Class “G” Ontario Drivers Licence, or equivalent
• Must meet the definition of a competent driver as defined by the Corporation

Assets:

• Experience with SAP software
• Knowledge of the functions of City departments, outside boards, and local community groups

CONDITIONS OF EMPLOYMENT:

• May be required to travel to various work locations and provide own transportation
• Must remain a competent driver as defined by the Corporation
• May be required to provide a successful driver’s record (uncertified)
• Must take an Oath of Secrecy
• Must undergo a successful Criminal Record and Judicial Matters Check (CRJMC)
• Must undergo a successful Thunder Bay Police Building Clearance Search and continue to remain eligible for clearance to Thunder Bay Police facilities
• Must be able to work and attend meetings outside of regular working hours

General Information :

As an equal opportunity employer, the City of Thunder Bay encourages applications from Indigenous peoples, persons with disabilities, members of visible minority groups, women and members of the 2SLGBTQ+ community.

ONTARIO HUMAN RIGHTS CODE: It is a contravention of the Human Rights Code of Ontario to discriminate on the basis of: race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, marital status, family status, disability, age, record of offences, gender identity or gender expression. Therefore, a resume submitted to the City must not include references to any of the above characteristics. Do not include:

• Photos
• Any certificates that have photo identification
• Driver’s licences
• Police records checks

Note: The above documentation will be requested by the Human Resources Division should you be the successful applicant. If a Criminal Record Check is required, it will be requested by Human Resources should you be the successful applicant. Please do not submit your Criminal Record Check with your application.

ACCOMMODATION: Reasonable accommodations are available upon request for all parts of the recruitment process.

PRIVACY: Personal information on this form is collected under the authority of the Municipal Act, c. 302, as amended, and will be used to determine eligibility for employment. Questions about this collection of personal information should be directed to the Human Resources Division, 125 Syndicate Ave Suite 42, Thunder Bay, Ontario, P7E 6H8, Telephone: 625-3866

The City of Thunder Bay provides exceptional quality of life to those who live, work, and play in Thunder Bay – a culturally vibrant, economically diverse community with a metro population of over 120,000. Located on the north shore of Lake Superior, under the protective watch of the Sleeping Giant, Thunder Bay is rich in people and resources, and connects Northwestern Ontario to the world. We value our high quality of life and promote a clean, green, beautiful, and healthy community that provides economic opportunity, respects diversity, and provides affordable and safe neighbourhoods that are accessible to all.

The City of Thunder Bay is a place where art, culture and nature come together!

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