Manager, Building Operations

The Company

FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada.

Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top-tier medical and dental coverage, career training, and support for continued professional development.

Experience being part of a high-performing team with a fulfilling career in property management with FirstService Residential.

Job Responsibilities

Reporting to the Director, Investment Properties, the Manager, Building Operations Manager will focus on the oversight of the day-to-day upkeep of properties across the department’s total portfolio including, but not limited to: HVAC systems, plumbing, landscaping and service contracts. This position will develop long term capital plans, capital budgets and assist with the development and execution of the annual operating budgets impacted by capital projects. Additional responsibilities will include: assisting with development and execution of ESG (Environmental, Social & Corporate Governance) plans, and assisting with the transition of any properties in or out of the portfolios.

The ideal candidate will be a proven project leader with experience in multi-residential, mixed use, commercial and condominium property operations.

Essential Duties & Responsibilities

The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

Strategic Planning

• Collaborate with leaders on the Investment Properties team to establish short and long term strategic priorities for the properties managed.
• Provide strategic guidance and analysis to support the long-term goals of the clients and FirstService Residential.
• Development and execution of the ESG strategies as required.

Financial Planning and Reporting

• Collaborate with the property management and accounting teams in the preparation of detailed monthly financial reports.
• Complete ongoing project status reports for both internal and external stakeholders on a regular basis as determined by the client need.
• Ensure property leave expenditures remain within approved operating and capital expenditure budgets, and any adjustments or expenses outside of the budgets are escalated as required.
• Maximize net operating income and investment returns for our clients by successfully executing approved capital projects.
• Maximize net operating income and investment returns for our clients by regularly reviewing and identifying operating procedures and processes for continuous improvement and effective cost controls.

Maintenance and Property Management

• Review service contracts to ensure compliance with terms, suggest contract changes and carry out safety reviews and inspections.
• Review contract scopes to ensure accuracy and revise and/or create as needed.
• Assist Portfolio Managers with the review of consultants and contractors to ensure they meet requirements and contractual obligations.
• Plan and coordinate the implementation of the property maintenance quality assurance plan and program.
• Create and maintain maintenance management plans to ensure conformity to industry, legislative, applicable codes and regulations, and client standards.
• Oversee the development and maintenance of critical and major equipment list at each property (Make, model, energy use, efficiency, installation date, expected end of life).

Innovation and Technology

• Ensure compliance and usage of in place technologies in both the property and office settings.
• Monitor current and emerging technology trends in maintenance management and develop and recommend plans to support the investment in new technologies.

Sustainability and ESG

• Support and develop portfolio and client level sustainability and ESG strategies.
• Develop and communicate sustainability action plans to FirstService Associates, clients and residents.
• Actively participate in initiatives designed to achieve desired building certifications and accreditations such as LEED, BOMA Best, Fitwel, CaGBC Zero Carbon, and WiredScore.
• Build and develop an awareness of relevant energy and carbon strategies that can be introduced at the properties.
• Evaluate new and emerging ESG technologies, including the identification of potential external funding, subsidies, grants and partnerships that may be available.

Team Leadership and Development

• Demonstrate effective leadership as a technical mentor to the maintenance and site teams to deliver high level resident experience.
• Review current workflows and processes on a regular basis to ensure operational success of the properties and associates.
• Promote a culture of high performance and continuous improvement that aligns with FirstService’s core values.
• Mentor and develop team members using a supportive and collaborative approach.
• Acknowledge and celebrate successes with the team.

Additional Duties & Responsibilities

• Practice and adhere to FirstService Residential Global Service Standards.
• Conduct business at all times with the highest standards of personal, professional and ethical conduct.
• Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform any range of special projects, tasks and other related duties as assigned.

Health and Safety

• Ensure compliance with all legislation (Municipal, Provincial and Federal), including but not limited to: Residential Tenancies Act of Alberta, Alberta Labour Relations Code, Alberta Occupational Health and Safety Act, Alberta Minimum Housing and Health Standards, Alberta Fire Code.
• Comply with all requirements when a Public State of Emergency is issued by municipal, provincial or federal authorities.
• Comply with regular fire and life safety standards including monthly testing and annual drills.
• Familiarity with the emergency operation of electrical systems, elevator, boiler/chiller, fire panel and life safety systems, mechanical systems, sprinklers and timer systems.
• Ensure all trades comply with the health and safety policy.
• Ensure the effective monitoring and control of all building access including cylinder lock and electronic systems.
• Secure laundry rooms, recreation areas, locker rooms, and other common areas at designated times.
• Immediately report any infractions, damaged equipment and hazardous conditions or equipment.

Supervisory Responsibility

• Indirect supervision of up to 10 associates.

Experience & Qualifications

• 5+ years of experience in facilities management leadership or related/equivalent experience.
• High School Diploma or General Education Degree (GED).
• Diploma in facility management, engineering, applied science or related field.
• Certificate or Diploma in project management is preferred.
• Extensive knowledge of properties and maintenance operations.
• Property Management experience required.
• Experience in Yardi a valuable asset.
• Experience with due diligence reviews of properties.
• Strong understanding of environmental reports including ESA Phase I, Phase II, and Phase II.
• Strong understanding of building condition reports (BCA’s).
• Must possess exceptional communication and interpersonal relationship skills.
• Strong attention to detail, problem-solving, and follow-up is required.
• Must be a self-starter with high degree of initiative, flexibility, and professionalism.
• Ability to work with a diverse group of people and interests while being culturally aware.
• Possess knowledge of health and safety practices.
• Ability to follow oral and written instructions and be able to maintain effective and cooperative working relationships.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions.

Knowledge, Skills & Proficiencies

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

• General maintenance and repair knowledge.
• General knowledge in plumbing, electrical and HVAC systems.
• Positive and energetic outlook, with the ability to work effectively under pressure.
• Strong interpersonal skills.
• Strong attention to detail, problem-solving, and follow-up.
• Possess knowledge of health and safety practices.
• Proven organizational skills; able to cope with changing tenant needs and deliver successful results within agreed upon time frames.
• Excellent verbal and written communication skills.
• Detail oriented; able to resolve problems using facts and sound reasoning.
• Ability to follow oral and written instructions and be able to maintain effective and cooperative working relationships.
• Class 5 motor vehicle license required, with access to a personal vehicle for the purpose of travelling to client locations.

Tools & Equipment Used

• Computer.
• General Maintenance and Snow Removal Equipment.
• Cell Phone.

Physical Requirements / Working Environment

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Repetitive lifting of up to 25 kgs.
• Use of computer.
• Use of Cell Phone.
• Phone and face-to-face communication.
• Standing for extended periods of time.
• Working for extended periods outside.
• General office equipment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.