Manager, Facilities

Job Title: Manager, Facilities

Department: Facilities Management

Reports To: Executive Director Date: January 2026

GENERAL SUMMARY

The Facilities Manager ensures MHI service standards are met by supervising the field Maintenance staff and administering contracts for services and supplies. This role carries responsibility for cost management (Asset Management and Capital Planning) in good standing. The Manager, Facilities reviews and prepares facilities’ expense analysis and submits reports and budgets to the Executive Director for approval. This role steers and facilitates the activities of Facilities Management by providing oversight, guidance, resources and information to the office staff, field staff and tenants.

RESPONSIBILITIES

Responsibility 1: Leads field maintenance (Contractors and maintenance team)

• Ensure Maintenance staff meet all standard Health and Safety practices and regulations in accordance with legislated requirements and serve as MHI's Health & Safety Representative.
• Assigns and prioritizes work orders and ensures that they are completed in a timely and professional manners
• Ensures high standards of workmanship and professionalism are met for cleaning, maintenance and repairs
• Manages building maintenance procedures and processes to ensure compliance with key performance indicators and targets
• Directs work on vacant units in cooperation with the tenancies management department and to facilitate timely turnovers
• Directs work in occupied units for the purpose of completing approved redecorating requests or accommodating specific needs (accessibility, safety, etc.)
• Schedules and directs routine cyclical maintenance and preventative maintenance
• Administers the After-Hours Emergency Service contract with OCH and responds on 24 hour/day basis when required to give directions to maintenance staff/contractors on emergency calls

Responsibility 2: Administers service and supply contracts

• Maintains a list of qualified contractors and other workers and supervises the work performed on MHI properties.
• Initiates review of regular contracts for services and supplies on a regular basis
• Performs cost-benefit analysis of contractor services/supplies from information extracted from invoices
• Prepares information for tender purposes
• Authorizes payment of contractor invoices including release of holdbacks

Responsibility 3: Maintenance budget and cost management

• Ensures the regular inspection of the condition of the envelope, structure, systems and finishes of all properties, including vehicles and playgrounds are carried out and submits related reports
• Ensures the completion of unit inspections (Pre-Move Out, Pre-Move In), documents the repairs or actions required and performed, including charges to tenants and Landlord Tenant Board actions
• Generates reports to provide accurate cost/benefit analysis, including review and analysis of work order summaries
• Identifies potential major capital projects and extensive turnovers
• Maintains Asset Management software
• Provides advice regarding efficiencies in maintenance-related expenses
• Prepares draft maintenance operating budgets and analysis for all properties for review by the Executive Director, Finance Director and relevant Committees
• Drafts annual Capital Plan to address urgent major repair needs of properties for review by Executive Director and approval by the Board
• Assists the Executive Director in evaluating and prioritizing major capital projects related to turnovers as outlined in the budget

Responsibility 4: Programs and policies

• Develops and maintains the Emergency Response and Business Continuity Plan
• Develops and maintains the Hazardous Waste Program
• Oversight of the key control system
• Develops, implements and maintains a preventive maintenance program for all assets
• Stays informed of relevant regulations as outlined in the building, property standards, and fire safety codes, as well as landlord-tenant legislation
• Assists the Executive Director in establishing new or revised procedures related to tenant services and service standards and informing staff of same

Responsibility 5: Maintenance Team Management

• Ensures a fair distribution of work
• Ensures the effective integration of staff into the larger corporate workflow and organizational mission
• Reviews of the work produced by staff
• Provides regular and timely feedback to direct reports on their performance, and carries out annual performance reviews.
• Identifies training and development needs and oversees training and development for direct reports ensuring they can perform in accordance with job requirements, including individual development plans and mandatory training
• Maintains current knowledge of best practices and innovations in the industry
• Undertakes continuous development to maintain professional designations as Required.

QUALIFICATIONS

Education, Training and Experience:

• Requires a post-secondary degree or diploma (business, construction technology, project management) and 5 – 7 years of relevant experience overseeing property maintenance and trades services, or an equivalent combination of education and experience
• Accreditation through a relevant professional body such as RICS, IHM, REAC, BOMA, PMI, OACETT, PEO is considered an asset

Demonstrated Competencies:

Knowledge and Skills:

• Demonstrated understanding of Microsoft Office
• Knowledge of Yardi Voyager is considered an asset
• Excellent troubleshooting and problem-solving skills
• Effective communication skills, both oral and written in English and French, with the ability to convey technical information to non-technical audiences
• Demonstrated experience, knowledge and respect for advancing diversity and inclusivity in our communities

Leadership:

• Provides experienced operational leadership, guidance and coaching to a focused group of individual contributors, or program
• As a critical member of MHI's Senior Management Team, contributes effectively to the leadership of MHI
• Recruits and selects staff to build out the team, prepares and presents performance assessments, project assignments and/or training requirements; provides input to and obtains general direction in managing within budget established by senior leadership.
• Encourages, motivates, and develops others for high performance. Truly values their contribution and encourages creativity and collaboration. Assesses individual competence and provides challenging work which supports professional growth. Works with staff to turn mistakes into positive learning experiences

Decision-making and Accountability:

• Makes and implements confident, evaluative decisions that impact the immediate work of the team and potentially other stakeholders, involving multiple opinions, and perspectives
• Considers and analyses all angles and makes the best tactical decision for the organization and the team
• Works with autonomy, and decisions are trusted to drive the department’s long-term strategy and align with MHI values. Consults with the ED and/or more senior management on matters with substantial impact or risk on the organization.

WORKING CONDITIONS

Physical Effort

• Work involves alternating positions of light physical activities (sitting, standing, walking, bending, lifting light weight objects, keyboarding, etc.) with little physical effort. The majority of time is spent in a comfortable position with frequent opportunities to move around. (Most office jobs)

Physical Work Environment

• Works in an environment with frequent exposure to unpleasant or disagreeable conditions such as inclement weather, grease/oil, garbage, abusive, upset or aggressive customers and/or occasional exposure to health or accident hazards that may result in minor accidents or injuries.

Sensory Attention

• Work activities involve the need to concentrate on a variety of sensory inputs requiring close attention for intermediate durations several times a day, e.g., advanced word processing, creation of spreadsheets including new formulas, taking of meeting minutes, data input where accuracy of details is important or repairing tools, equipment where the need for precision is moderate.

Mental Stress

• Work activities are performed in an environment with occasional exposure to one or more mental pressures. Mental stress would not be noticeably disruptive to the work or cause unpleasant reactions, e.g., pressure for deadlines, unpleasant customer contacts, repetitious work, or disruption to personal life where schedules need to be rearranged.