Job Specification

Purpose :

To plan and coordinate the maintenance and monitoring of systems, waste management, grounds keeping, renovation, and construction services and related service agreements.

To coordinate the daily work activities of external service providers, internal trades people, and workers performing facility maintenance duties.

To monitor major in-house construction, renovation projects, and maintenance of building systems, and provide satisfactory environmental conditions for 24-hour operation.

Key Responsibilities :

1. Coordinates and evaluates the daily work activities of external service providers, internal tradespeople, and workers performing facility maintenance to complete projects that meet quality and customer service standards.
2. Coordinates work on security systems and conducts preventative maintenance, upgrades, and updates that align with warranties and service agreements required under purchase and lease agreements.
3. Prepares and administers departmental budget estimates for maintenance projects, monitors budget adherence, maintains and controls equipment and tool inventories. Reviews electronic monitoring systems and reports
4. Reviews plans, blueprints, and drawings for compliance with building codes. Inspects and monitors ongoing work for completion on schedule and within budget to meet contracted safety and quality standards, applicable legislation, and regulations, and reports significant occurrences and incidents.
5. Manages/develops preventative maintenance programs to ensure that equipment is upgraded and building renovations occur.
Managerial Responsibilities
1. Delivers a program/service through supervision, planning, and coordinating the daily operations of assigned team.

2. Supports a values-based and inclusive team through technical, administrative, and operational direction to staff. Assigns and coordinates work, evaluates performance, identifies staff training needs and escalates employee relations matters.

3. Controls and monitors allocated operation budget for the unit/program and regularly provides assurance reports on financial activities.

4. Provides quality client service to stakeholders.

Factors :

Knowledge :

Ministry program and operational objectives, policies and service delivery models, to supervise a team in a ministry program, service or initiative area, to identify and recommend program resource requirements and to ensure adherence with program/service goals and objectives.

Human resources practices, policies and collective agreements in relation to recruitment, training and development, and employee relations; to complete performance agreements, mentor employees, monitor performance, address employee issues and to promote an inclusive and engaged employee team.

Government and ministry financial and administrative procedures, in order to reconcile and report on allocated fiscal, material resources and annual budgets.

Basic project management principles and methodologies in order to meet the operational program deliverables.

Occupational Health and Safety Act (OHSA) and related regulations (e.g. fire safety, building codes, municipal by-laws, other regulations), trade practices, safety standards, and ministry policies, procedures, guidelines, and regulations, solid and hazardous waste management, WHMIS, and pest control to maintain safe facilities.

Construction/renovation requirements e.g. blueprint reading, ability to interpret and establish specifications.

Technical expertise to supervise certified tradesmen, instruct and provide orientation and on the job training and monitor work.

Program Responsibility :

Responsible for planning, managing, and coordinating maintenance and electronic monitoring of systems, waste management, renovation and construction services and related service agreements to implement an ongoing and preventative maintenance and repair program for buildings and external grounds.

Responsible for monitoring major in-house construction, renovation projects, and maintenance of mechanical and electronic equipment for building systems. Provides satisfactory environmental conditions for a 24-hour operation, and recommends projects and expenditures that meet the needs of the program.

Responsible for monitoring the provision of orientation, training, and counseling of workers and preparing monthly statistical reports, performance appraisals, and incident and misconduct reports.

Responsible for maintaining, repairing, and recommending replacements of equipment, vehicles, and tools to control and maintain tool and material inventories.

Analytical Thinking :

Analyzes submitted plans, blueprints, and drawings for compliance with building codes.

Evaluates work for completion on schedule and within budget to meet safety and quality standards specified in the contract and required by applicable legislation and regulations.

Analyzes problems to determine their extent and whether vendors/technicians or internal system technicians are required to address electronic security equipment failures.

Planning / Coordinating :

Plans and administers the program operations; estimates and recommends financial, material and human resources needs, coordinates operations with other areas of the branch and division, develops work plans to meet program objectives, and provides input to divisional results based and strategic planning processes.

Plans, manages and coordinates maintenance and electronic monitoring of systems, waste management, renovation and construction services and related service agreements.

Plans and coordinates comprehensive preventive maintenance programs and priorities to recommend projects and expenditures that meet institutional needs, establish maintenance schedules, determine appropriate action in emergency situations, and develop and implement control systems.

Coordinates the daily work activities of external service providers and its staff.

Plans and coordinates major maintenance and renovation projects to determine repair and renovation priorities, evaluate implications of deferring repairs, estimate budget requirements, and meet fiscal responsibilities.

Coordinates maintenance schedules in compliance with ministry and government standards to determine appropriate courses of action in emergency situations, and develop control systems.

Leadership/Guidance :

Responsible for the daily operations of its assigned work unit for the delivery of product, programs and/or services.

Supervises and coordinates work by setting and communicating standards and priorities, scheduling, assigning, and reviewing work, monitoring progress, evaluating work performance, coaching and training staff, and identifying and escalating performance issues.

Participates in recruitment, identifying staff development and training needs, communicates job expectations and values, develops individual and team competencies, prepares learning and development plans and makes recommendations on employee relations matters.

Independence of Action :

Reports to a manager and works within established processes and frameworks in order to deliver day to day program/service and unit objectives.

Participates as a member of the branch management team by providing input and technical expertise on identified and emerging program issues, trends and matters including strategic planning and matters affecting program directions.

Decisions are made with respect to unit/functional work, program/activities and seeks guidance in non-routine or contentious circumstances.

Work is performed under general supervision, with consultation on significant issues, program and budgetary requirements and priorities, and updates on service agreements.

Determines staffing needs from internal and external sources to complete projects in compliance with quality and customer service standards and evaluates on site contractor performance.

Appraises and approves the technical soundness of blueprints and makes recommendations on major equipment purchases/replacement, estimating future needs relative to finance, supplies and schedules.

Provides technical direction to staff where appropriate or seeks advice of technical experts where required.

Interpersonal/Communication :

Discusses procedural advice, purchasing needs, budgets, and other financial matters with business manager.

Contacts realty corporation officials and ministry head office staff for advice on maintenance projects; consults Superintendent, senior administrators, and managers to manage issues, priorities, and met requirements.

Liaises with contractors, equipment suppliers, and external consultants to schedule and oversee work, activate and maintain warranties, facilitate timely asset service, and ensure the adequacy of security equipment emergency response times.

Liaises with inspectors from other government agencies concerning health and safety (e.g. fire safety, waste management, pest control, etc.)

Participates on a number of committees.

Physical Effort :

Time is spent in an office environment with frequent opportunity to move about.

Time is spent walking throughout the resident grounds to inspect boiler rooms, mechanical rooms, construction/renovation sites, areas of the property, roofs etc. in order to schedule, monitor, inspect and assess the needs of projects, contractors and staff.

Frequently uses climbing ladders or elevated work platforms and may lift items up to 70 lbs.

Sensory Effort :

Requires visual attention and concentration to when analyzing submitted plans, blueprints, and drawings for compliance with building codes.

Working Conditions :

Work is performed in a typical office environment.