Facilities Manager

University of British Columbia

Facilities Manager

Job Summary
Within an assigned zone of the campus acts as the zone leader for the assigned Building Operations trades staff.  The Facilities Manager is the primary contact point for building maintenance services which includes cleaning, preventative maintenance, maintenance, repair and minor renovation, of the University's physical facilities and buildings.  Is involved in planning, hiring, training, directing and managing employees providing these services.  Receives, directs and expedites requests, deals with complaints, co-ordinates major, minor and cyclical projects in conjunction with other Building Operations staff, inspects buildings for maintenance and safety requirements and responds to all inquiries relating to UBC Building Operations activities.

Organizational Status
Reports to the Superintendent of Customer Services.

Work is performed primarily in an office environment but there is a requirement to travel between buildings throughout the day.  Some visits to trades shops, animal care facilities, research facilities and mechanical rooms are required where there is exposure fumes, noise and dirt.

Work Performed
  1. The Facilities Manager leads the day to day operations of buildings within assigned area of responsibility; establishes and maintains contact with user departments:  ensures that the provision of building services is understood and accommodates departmental needs; expedites requests; provides advice, estimates or quotations, as required; deals with complaints; and ensures that departmental requests are dealt with in a satisfactory manner; leads daily meetings with the trades assigned to their zones.
  2. Leads a work force involved in the repairs and maintenance of buildings; manages building  maintenance programs; organizes work to ensure the best and most economical production within budget constraints; monitors work for adherence to set priorities and completion within appropriate time frames; periodically inspects work to ensure a high standard of workmanship and adherence to safety standards; introduces more effective and economical maintenance methods, materials and equipment, as required.
  3. Determines zone staffing requirements; participates in the interview and selection process.  Once employees are hired, ensures employees receive appropriate training and orientation.
  4. Assists in operating and capital (minor & cyclical) budget preparation, and to control the expenditures of the zone within the budget appropriation; identify budget over or under expenditures immediately and to recommend and/or take timely corrective action and implement new or improved procedures to avoid re-occurrence of budget problems.
  5. Inspects the general condition of buildings and facilities within assigned area of responsibility to ensure that these are maintained and operated in a satisfactory, safe manner, to foresee problems and to initiate action through the appropriate staff to correct any deficiencies.
  6. Co-ordinates departmental work requests; conducts a preliminary analysis of the scope of work, preparing and obtaining cost estimates, where necessary;  prepares work orders and supporting documentation and forwards to the appropriate trades supervisor for implementation; co-ordinates the scheduling and discusses problems or the progress of work with the trades supervisors or trades heads.
  7. The Facilities Manager is responsible for the quality of service reflected in the Net Promoter Score (NPS) surveys and accountable for ensuring that their clients are submitting updated surveys on a regular basis.
  8. Liaise with users, provide advice and assist as required in offering pertinent general knowledge of building or area and presentation of information for assembly of departmental estimates.  Discusses proposed new work that leaves reason for doubt as to the way in which is has to be initiated or carried out.
  9. Coordinates all proposed work programs and to be aware of all current and planned maintenance programs being carried out within buildings and areas, to ensure they run smoothly without conflicts and are carried out in such a manner they will not interfere or cause disruption of scheduled classes or lectures.
  10. Acts as a department representative on assigned project development committees for major capital projects and sits on other University committees, as assigned.
  11. Performs other related duties as required.

Supervision Received
Works to established guidelines and policies, receiving directives from superiors deviating from normal routine. Ample opportunity to reference peer direction when required.

Supervision Given
Is the Zone Leader for the zone staff consisting of plumbers, carpenters, painters, electricians, utility workers, mechanical maintenance and controls staff.

Consequence of Error/Judgement
Failure to manage customer service requests satisfactorily or detect/properly follow up on operating and maintenance problems in buildings and failure to ensure that buildings are properly maintained could result in dissatisfied users, higher costs for increased repairs or maintenance and potential safety hazards.  Unplanned shutdowns could have serious and costly consequences.  Errors where they occur could result in increased costs through wasted materials and labour, time and unsatisfied customers.

Qualifications
Undergraduate degree in a relevant discipline. Eligibility for membership in a professional Institute or Association.  Minimum of 7 years of related experience  including experience in related technical fields, project coordination and cost control or the equivalent combination of education and experience.  Supervisory experience at a responsible level in the engineering, construction, or facilities maintenance fields, including labour and material cost estimating experience. Experience in the field related to project planning and control and experience as a building trades inspector, facilities manager or construction superintendent is an asset.  Good working knowledge of building trades. Requires well-developed management skills with the ability to deal with many projects and tasks simultaneously.  Must be tactful and have excellent verbal, written and interpersonal communication skills. Ability to provide quality service to customers in a courteous, patient manner. Ability to effectively use computers at an intermediate level (e.g., Outlook, MS Word, MS Excel). Valid Class 5 BC Drivers License.

Please submit all applications through UBC Careers: http://staffcareers.ubc.ca/36586

Organization: University of British Columbia
Location: Vancouver, BC
Region: Lower Mainland
Professional Category(s): Facilities Maintenance, Facilities Management/Development
Posted: February 6, 2020, 9:31 am
Expires: March 6, 2020, 4:30 pm

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