Facilities Manager (Volunteer)

Etobicoke Humane Society (EHS)
Reports to: Managing Director, Shared Services

Overview

The Facilities Manager plays a vital role in ensuring that the Etobicoke Humane Society’s shelter remains safe, functional, and welcoming for our animals, volunteers, and visitors. This volunteer leadership role oversees the maintenance, repair coordination, facility standards, and vendor/contractor relationships that keep our building running smoothly.

This is a flexible hybrid position, requiring approximately 8–10 hours per week, with additional hands-on time as desired. The role is ideal for someone who enjoys problem-solving, organizing, and ensuring facilities operate efficiently and safely.

What You’ll Do

Maintain a Safe & Functional Facility

• Monitor the condition of the shelter through regular walkthroughs and assessments.
• Ensure essential systems (heating, cooling, water, electrical) remain operational and are serviced proactively.
• Respond to urgent facility issues (e.g., leaks, temperature breakdowns, security concerns) and coordinate appropriate action.
• Maintain oversight of building access, restricted areas, storage, and related safety protocols.

Plan & Coordinate Repairs and Maintenance

• Manage incoming facility requests through the Work Request process, prioritizing tasks and assigning them to volunteers, contractors, or the landlord as needed.
• Maintain a master list of maintenance needs and upcoming projects.
• Verify work completion, track timelines, and escalate concerns when necessary.
• Perform small repairs and hands-on tasks where comfortable (optional but beneficial).

Oversee Contractors, Vendors & Service Providers

• Source, schedule, and coordinate external service providers for repairs, cleaning, security systems, HVAC, and maintenance work.
• Obtain quotes, evaluate options, and ensure cost-effective solutions.
• Monitor contractor performance and verify that work meets safety and quality standards.

Support Facility Standards & Improvements

• Ensure the shelter maintains an organized, clean, and professional appearance.
• Set and maintain standards for signage, paint, layout, storage, and security.
• Collaborate with Dog, Cat, and Office Teams on facility-related needs and improvement projects.
• Support corporate volunteer groups or community day activities involving facilities work.

Safety, Compliance & Documentation

• Ensure compliance with relevant safety regulations and building requirements.
• Oversee first aid station supplies, monthly facility checklists, and alarm procedures.
• Maintain records of maintenance activities, expenses, and vendor information for Board review.
• Serve as a designated responder for urgent facility or alarm alerts when required (shared rotation possible).

Qualifications

• Experience in facilities management, building maintenance, technical environments, or related fields.
• Strong problem-solving, organization, and prioritization skills.
• Ability to work independently and make sound decisions.
• Comfort working with basic tools and performing light repairs.
• Understanding of safety requirements, building systems, or electrical/mechanical basics is an asset.
• Strong communication skills, both written and verbal.
• Ability to collaborate with cross-functional teams and external contractors.
• Reliable access to email; comfort using digital tools for tracking and communication.
• Ability to lift, move, or handle equipment safely as needed.

Time Commitment

• 8–10 hours per week, flexible scheduling.
• Hybrid role with on-site visits required for inspections, repairs, and contractor supervision.
• Occasional urgent-response needs for facility issues (can be shared across a small team of designated responders).

Why Volunteer With EHS?

• Flexible schedule
• Meaningful impact supporting the welfare of animals
• Opportunity to lead facility operations for a well-established nonprofit
• Supportive volunteer community

How to Apply (Please read carefully before submitting your application)

• Please send your application documents in PDF format to the following email: hrcoordinator@etobicokehumanesociety.com
• Subject line: Application for Facilities Manager (Volunteer) | Your Name
• Double check your email for spelling, grammar, and attachments before sending.

Diversity Statement

Etobicoke Humane Society (EHS) is committed to fostering an inclusive and accessible environment where employees feel valued and respected, and where every employee has the opportunity to realize their potential. As such, we welcome and encourage applicants who identify as racialized persons, Indigenous persons, persons with disabilities, and persons across the spectrum of sexual orientation and gender identities.

Accessibility Statement

Etobicoke Humane Society (EHS) is committed to creating an inclusive environment where all team members and visitors feel like they belong. We seek applicants with a wide range of abilities and we provide an accessible candidate experience. If you need accommodation, please contact hrcoordinator@etobicokehumanesociety.com. All information received in relation to accommodation will be kept confidential.

We thank everyone for their interest in EHS. Only those applicants who have been selected for an interview will be contacted.