Working collaborately and under the general direction of the Operations Manager and/or Executive Director, the Facility Manager will collaborate with all stakeholders including tenants, the maintenance/janitorial staff, Kits House staff, renters and general contractors to ensure the efficient day to day operation and health and safety of Kits House buildings and its users. With the support of a property management company, he/she will exercise preventive, corrective and predictive maintenance methods. This position also ensures that Kits House is maximizing its external rental program by offering clean well maintained spaces and managing all contracts for internal and external rentals.
Duties and Responsibilities
- Maintain basic knowledge of building operations and systems to identify issues and provide information to building technicians
- Coordinate and oversee contractors coming in the buildings for maintenance and repairs and keep detailed logs of work completed
- Oversee employee and visitor safety, building maintenance, repair and upgrades, and comply with environmental, safety and health procedures relating to facility operations
- Provides tenants/employees with updates of electrical, water and other service outages and scheduled shutdowns
- Use best practices to improve efficiency by reducing operating costs while increasing productivity
- Issue key cards to staff and tenants in accordance with procedures
- Liaise with Property Manager on all relevant building and tenant related matters and consult with the property manager in the overall management of the buildings
- Respond to inquiries, complaints, emergencies and other building related issues from tenants and others and follow up with appropriate information and/or action to address issues in a timely manner
- Monitor expenditures and provide detailed Budget Reports
- Assist with annual reports to funders/partners
- Maintain detailed statistics, reports and all relevant program documentation
- Monitor tenant rent payments, assist with arrears follow up
- Move-in/move out process – review and screen applications, conduct interviews, and select tenants based on criteria, coordinate tenant move-ins/outs and unit inspections (meet non-discriminatory and legal requirements of the Human Rights Code and the Residential Tenancy Act)
- Landlord- Tenant Agreements – ensure the completion of all necessary documentation for new tenants
- Maintain tenant database, and create tenant files and systems for ongoing operations, and create a waitlist system. Issue notices to tenants and arrange access for inspections and maintenance activities as required
- Preform administrative functions and other duties as required
- Maintain and update Tenant Welcome Package, including tenant handbook, by-laws, procedures etc.
- Maintain and update staff and rental facility use manual
- Participate on the Kits House Health & Safety Committee and represent Kits House on the OHAS committee of ANHBC
- Develop an emergency prepardness plan for Kits House
- Minimum grade 12 or equivalent, supplemented with additional education and/or training in building management and knowledge of Residential Tenancy Act or equivalent working experience and related skills.
- Min. 2 years experience in a building management role preferable in a not for profit environment
- Experience working with seniors and people with disabilities
- Proficiency with MS office, Excel, Outlook and good keyboard skills required
- BC Housing Registry and WHMIS training or willingness to take training
- Familiar with BC Housing, Human Rights Code and the Residential Tenancy Act
- Excellent organizational, time management skills and ability to set priorities
- Supervisory skills an asset
- Excellent communication skills one-on-one and in groups
- Excellent inter-cultural communication and conflict resolution skills
- Experience supervising and supporting volunteers
- Ability to work co-operatively in a non-profit, volunteer based organization
- Creativity, enthusiasm, flexibility and a good sense of humor
- Ability to work flexible hours and participate in special events
- Commitment to the Kits House mission, vision and statement of diversity
- Demonstrated ability to complete program statistics and funding reports
- Criminal record check required
Indoor and outdoor work. Some evenings and weekends.
The candidate should be in good physical health to meet the demands of the position. Some lifting and moving of supplies, setting up tables and chairs.
Full time 35hrs/week – comprehensive benefit package
Starting wage $22.77
Submit resumes and covering letters by Monday, November 16, 2015 to:
firstname.lastname@example.org with Facility Manager in the subject line
Please indicate in your cover letter how your skills are a match with our organizational values and the job tasks listed below
Only shortlisted applicants will be contacted.
No phone calls please We thank all applicants; however, only those candidates to be interviewed will be contacted. Kits House is an equal opportunity employer.