Facilities Supervisor

Description:

Reporting to the Facility Manager the Facility Supervisor is an operational management position in the CORE portfolio and is responsible for overseeing and providing administrative, operational, and technical service, support and supervisory of the Maintenance department. The CORE portfolio is a 2 million square feet mixed use office and retail complex. The primary task of the Facility Supervisor is to oversee the site's cleanliness and physical appearance as they relate to associated programs such as housekeeping management, waste management including recycling, organics, and refuse removal, landscape management, parkade management, and associated administrative support programs. This position will ensure that the assigned real estate portfolio is being managed and maintained in a safe and environmentally responsible manner and to the highest level of operational efficiency.

Job Description

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Oversee the management of the Maintenance department. Working closely with the Maintenance supervisor to ensure productivity and workmanship are being met through KPIs as measured through the CMMS (Computerized Maintenance Management System) program. Managing the preventative maintenance and unscheduled repairs of general maintenance, including interior and exterior building components, plumbing, lighting, electrical and housekeeping programs. Providing mentoring and coaching to the Maintenance department ensuring a consistent level of workmanship is met to a high standard.
Oversee the waste management program for both the retail and office components. This includes the management of recycling, organics, landfills, and other waste stream programs. The Facility Supervisor will arrange for annual waste audits, determination of diversion rates, record keeping as it relates to quantity of waste streams and other data as appropriate, file and organization of waste management records, negotiation of waste management contracts and monitoring thereof, and other tasks as are necessary to operate the waste management program in the most efficient, environmentally friendly, and cost-effective manner.
Oversee the landscape management program for both the office and retail components. This includes the management of the interior retail planter program, the office tower lobby planter program, the retail green wall program, and the exterior lobby entry and planter program. The Facility Supervisor will arrange for periodic inspections of all planters, record keeping as it relates to species of plants, replacements, and other data as appropriate, file and organization of landscape management records, negotiation of landscape management contracts and monitoring thereof, arrange for a seasonal flower program, and other tasks as are necessary to operate the landscape management program in the most efficient, environmentally friendly, and cost-effective manner.
Oversee the housekeeping management program for both the office and retail components. This includes the management of the housekeeping contractor and includes;
Assist the Facility Manager and Property Manager with negotiations of the housekeeping contract
Arrange with the housekeeping contractor to complete all periodicals as per the contract, including interior office window cleaning, retail high-level dusting, retail floor refinishing, extra seasonal staffing, etc.
Maintain a list of monthly office housekeeping vacancies and provide a list to housekeeping contractors for monthly vacancy credit
Respond to and resolve housekeeping issues promptly as they arise
Complete quarterly office housekeeping inspections for each tenant as per the property scorecard system
Complete housekeeping inspections in the common areas, retail, and parkades monthly as per the property scorecard system
Ensure the housekeeping contractor is operating consistent with the terms of the contract including, labour allocations, wage rates, equipment supplies, material purchases, occupational health and safety practices, and green cleaning and sustainability requirements
Review, monitor, and program the building tenant services and preventive maintenance programs to ensure housekeeping tasks are being addressed promptly
Oversee the cleanliness of the parkades including arranging for periodic power washing, scrubbing, daily litter picking, dusting, refuse removal, and periodic inspections as per the property scorecard system.
Oversee both the preparation and implementation of the fiscal operating budget including quarterly forecasting for all accounts related to housekeeping, waste management, landscaping, and parkade cleaning.
Review and approve for processing all invoicing related to housekeeping, waste management, landscaping, and parkade cleaning.
Provide monthly and year-end accruals for all accounts related to housekeeping, waste management, landscaping, and parkade cleaning.
Oversee site service contracts to ensure all contracts are properly executed, filed, and up to date. This position will be responsible for coordinating all service contract tenders, creation of all scopes of work, and negotiation of all service contracts related to housekeeping, waste management, landscaping, and parkade cleaning.
Provide technical or administrative advice to internal and external clients
Remain current and up to date with new industry practices, legislative changes, and new technologies,
Ensure all work being completed by either external or internal staff is done in accordance with all applicable governmental regulations, health and safety codes, environmental regulations, and internal company protocols.
And other duties as assigned.

Important Qualifications

Facility Supervisor shall have the following technical qualifications or industry equivalency:

At least five (5) years of direct work experience in a facility position in a commercial high-rise building or mixed-use facility operations
Possession of an FMA or equivalent property management certificate
Fully competent in all related Health & Safety Legislation
Proven experience with the preparation and management of operational budgets
Intermediate-level skills in Microsoft Office and Excel
Knowledge of CMMS including Angus Anywhere (MRI) and VTS Activate