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Operations and Facilities Manager


Project #: 5032
Job Title: Operations and Facilities Manager
Industry:Not-for-Profit
Salary Range:Based on Experience
Benefits: Good 
Location:Surrey, BC
Recruiter:Karen Epp
Email:karenepp@goldbeck.com

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Profile

This growing not-for-profit organization is adding a position to their management team to free up the ED for expansion. As Operations and Facilities Manager you are a multi-tasker! You will be responsible for the day to day operations of the organization, ensuring all external and internal reporting is accurate and timely, maintaining accreditation, quality improvement, maintenance of facilities and ensuring administrative and financial practices are maintained at an excellence level.

You will be responsible for the implementation and evaluation of the agency’s strategic plans related to administration, general operations, financial, human resources under the direction of the Executive Director and Program Director.

Responsibilities

Management & Reporting

  • Manage all financial, reporting, and administrative operations. Utilizing hands-on, collaborative approach
  • Manage, coach, lead, and collaborate with Aministration, Financial, Facilities, and Accreditation staff (team of approximately 6 direct reports), including strategic planning, service execution, reporting, and performance management
  • Ensure all regulatory, contractual, accreditation standards and requirements are met
  • Participate in overall strategic planning and ensure adherence to organizations policies and procedures, ensuring that those policies and procedures are COA compliant, and that the organization meets all policy requirements
  • Implements and monitors annual Administration and Governance Calendars
  • Ensure development, implementation, and monitoring of best practices in all departments and areas of operation
  • As part of the Management team collaborates with internal and external stakeholders on the design and delivery of programs, or other projects as appropriate
  • At the request of the Executive Director (ED), complete and/or support local and international reporting requirements, and ensure they are prepared and submitted in a timely manner
  • Through in-depth knowledge of all funder contracts, ensure agency operations are in compliance with funder contracts
  • As lead of IT area, directly responsible for all IT & Office systems, including management of data access, email and login assignments, cell phone, laptop, and all other organization owned asset issued or utilized by employees
  • As lead of IT area, assists in the evaluation and deployment of software systems, including analysis, research, upgrading and/or purchasing software in fundraising, financial management, and case management
  • Ensure monthly reporting from all departments are completed in a timely manner
  • Prepare and recommend measures to maintain cost efficient and effective operations
  • Prepare, maintain and analyze service statistics and review data internally for quality assurance purposes
  • Continually seek out quality improvement initiatives and look for areas of improvement within the organization
  • Monitor and follow up with complaints, use complaint and satisfaction data to build on strengths and identify areas for improvement
  • Monitor and follow-up on incidents, privacy, and security breaches and document as per established policy and procedure

    Facilities Maintenance

  • Oversees and coordinates all Head Office repairs, and maintenance
  • Works with Program Director and staff to oversee and deal with all site issues related to home repair and maintenance, tenancy issues, and leasing, etc.
  • Conducts research and arranges for contractor quotes for the Head Office & Site maintenance and operations, as requested by Program Director or Executive Director
  • Management of caretaker and maintenance staff

    Human Resources

  • As lead of HR area, ensures all HR procedures, policies, and processes are followed, and benefit programs are properly managed
  • As Grievance procedure lead, troubleshoots issues, complaints, questions, concerns, and provides prompt follow-up
  • Conduct performance reviews or all Finance, Administration, Accreditation, and Site Maintenance staff
  • Provide input regarding Development Staff performance reviews, and oversee performance review process
  • Leads Health & Safety Committee; and conducts fire/earthquake drills and other drills as required by policies and procedures
  • Collaboratively coach team members as required
  • Organization of staff social functions/meetings as per request of Executive Director

    Finances

  • Participates in budget discussions and development; review and analysis of revenues and expenditures against budget
  • Works with the finance team, Treasurer, Finance Officer, and Finance Assistant to ensure all aspects of the organizations financial operations are in compliance with all policies, procedures, and legal requirements

  • Qualifications

  • Bachelor’s degree in Business, Social or Health Sciences, or combination of education and experience in a complementary mid-to-senior level leadership position
  • At least two (2) years of supervisory experience
  • At least five (5) years of relevant work experience
  • A minimum of five years non-profit or social enterprise operations experience with a social services focus
  • Ability to work effectively in a fast paced environment with competing priorities, and multiple deadlines
  • Proven experience in team management including supervision, coaching, mentoring, leading by example, performance management, and building a positive team
  • Ability to create organization wide strategic plans, including Operations & Finance
  • Experience in developing and implementing policy and protocol; and working within accreditation guidelines
  • Ability to analyze program effectiveness and make improvements where needed
  • Proven experience in facilities management including vendor selection, and management of maintenance, leasing and tenant schedules
  • Familiarity with BC labour law
  • Must have working knowledge of community systems including: Child Welfare, Government, and Education
  • Ability to respond to crisis situations
  • Ability to work well as a collaborative team member
  • Excellent verbal and written communication skills
  • Excellent interpersonal skills, and proven experience working with an interdisciplinary team
  • Conscientious and responsible
  • A keen eye for detail and a results driven approach

  • > APPLY FOR THIS JOB


    Due to the number of applicants, only qualified candidates for this position will be contacted. All applicants will be notified of future job opportunities.

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