Job Specification

Purpose of Position :

To be the principal contact for assigned clients with diverse and specialized requirements. Plans and manages concurrent accommodation projects ranging from small to large-scale complex projects .

Duties / Responsibilities :

1. Responding to major and minor capital initiatives and ongoing operational requirements, the incumbent plans, monitors and manages the completion of routine and complex office space and special use accommodation requirements, including the design, redesign, addition to or reduction of space to meet client needs as follows by:
• consulting with clients on a continuous, informal basis as well as in conjunction with formal projects;
• planning, managing and controlling all phases of project development and implementation;
• establishing project's scope, objectives and terms of reference in consultation with clients;
• developing a project implementation plan, identifying critical target dates, financial, material and human resource requirements in conjunction with clients, Management Board Secretariat (M13S) project and construction managers and other service providers;
• participating in the recruitment of consultants, managing external consultants and coordinating internal resources to address project requirements;
• monitoring and approving all project expenditures, justifying and obtaining approval for all changes to project budget and time schedules;
• completing project progress reports and resolving project implementation problems;
• evaluating project performance and advising management on critical issues;
• monitoring project activities and ensuring adherence to established quality standards including health and safety requirements;
• using Computer-Aided-Design (CAD) for office planning and design drawings as well as to produce drawings to a standard suitable for the overall guidance of contractors.
• operating PC software for report writing, correspondence and project updates; promoting clients' participation in the process and acceptance of Facility Management guidelines through the review of existing spatial standards, site tours of facilities and showrooms and consultation with service providers;
• preparing colour schemes for client approval;
• planning and designing with new/used systems furniture and processing orders for new furniture when required;
• confirming validity of invoices for client, insuring goods and services received.

2. Responds to client's day-to-day operational and emergency needs by:
• investigating and documenting complaints or requirements,
• arranging for MB S or private contractor;
• completing and processing work orders, purchase orders or requisitions;
• monitoring work performed by contractors or MBS;
• providing creative solutions to urgent or unique requests;
• approving expenditures and ensuring standards are met.

3. Coordinates the refurbishment and repair of equipment and furniture for the client through service suppliers and provides expert guidance to assist the client in their efforts to make efficient use of available resources by:
• facilitating the gathering of quotations for furniture and equipment on behalf of client for submission to purchasing;
• supporting program objectives to reduce costs and recycle furniture and equipment by providing guidance and assistance to clients in their efforts to utilize surplus equipment and furniture when available.

4. Participates in the development and implementation of Facilities Management strategies and long range plans (3-5 years) and advises clients on all aspects of facilities and services as follows by:
• assessing clients' objectives, needs and program trends to ensure a cost effective approach to Facility Management;
• ensuring the efficient use of owned or leased office space through the consistent application of ministry standards in support of program objectives to maximize the use of these costly resources;
• providing advisory services to clients in the planning and implementation of long and short term facility management requirements often addressing confidential and highly sensitive issues in response to changes in legislation, clients' program mandate, organizational changes, etc.;
• providing guidance and assistance to clients in preparation of necessary documentation
(space analysis, interrelationship grids, etc.) to initiate projects, analyze alternatives (for example, government owned versus leased holdings, renovations, construction, relocations, etc.) and assists in the preparation of recommendations for review by senior management and Management Board, where necessary, justifying client's request;
• interpreting for clients corporate and ministry facility management policies, procedures and practices relating to space and service entitlements, fire codes, building security, health and safety issues, office design and related work flow improvements, integration of technology to current and proposed facilities;
• ensuring all ministry policies , procedures and standards concerning space and facilities utilization, security, etc., are appropriate and adhered to within designated client areas and recommends corrective action;
regularly exchanging information with colleagues and representatives of other ministries on new technological developments, energy conservation opportunities and new policies and procedures in the facilities management industry.

5. Facilitates the leasing of facilities by:
• responding to client's initial request and determines client's requirements, including spatial analysis;
• acting as a liaison with Ontario Realty Corporation (ORC) or third party for available
facilities;
• providing client with available options;
• facilitating final agreements between ORC and/or third party leasor and ministry client.

6. Participate in the management of ministry facilities by:
• monitoring facilities to ensure that adequate operational and maintenance services of facilities are provided;
• monitors contractual compliance and recommends corrective action where service delivery is unsatisfactory;
• assisting in the planning, implementation and continuation of special program initiatives such as the Fire Warden Program, Parking Program, Physical Security Program and Asset Control Program.

7. Performs other related duties as assigned.

Staffing and Licencing :

N/A

Knowledge :

• considerable knowledge of corporate policies, standards and procedures (Management Board Directives and Guidelines) including tendering and purchasing
• demonstrated experience and knowledge related to Facilities Management i.e. technical knowledge with respect to spatial analysis
• knowledge of and experience in CAD and other relevant facilities design and database technology as well as a general knowledge of PCs
• significant knowledge of relevant codes and legislation concerning Facilities Management (building and fire codes, ergonomics, health and safety etc.);
knowledge of and experience in colour theory, including coordination, application and effects in the workplace, and preparation of colour boards or finish boards for client presentation

Skills :

• proven project management skills in coordinating complex and concurrent projects
• ability to negotiate effectively and tactfully at all levels
• excellent analytical and decision-making skills to be able to develop and analyze options and present findings to managers and senior executives
• good written and verbal communication skills
• excellent interpersonal and customer service skills
• ability to design with new/used systems furniture
• ability to lead teams of multiple contractors in a safe and efficient manner
• ability to develop and interpret working drawings such as floor, furniture, construction, electrical, mechanical and reflected ceiling plans

Freedom of Action :

N/A