Facilities Manager

Idea Exchange, Queen's Square

Posting #25-01

Full-Time Permanent

A member of Cambridge Public Library’s (CPL) management team and reporting to the Director, Finance and Facilities, the Facilities Manager is responsible for directing the activities and staff within the facilities department. CPL’s Facilities Manager provides leadership and direction for all aspects of facilities management. This includes facility safety, security systems, space management, custodial responsibilities, signage and other facility installations, utilities-related infrastructure, construction and renovations, as well as ongoing building and grounds maintenance for the five buildings of the Cambridge Public Library (sixth is under construction). They work in concert with CPL’s senior leadership and management team as well as external partners, such as the City of Cambridge, on short- and long-term (minor and major) capital projects, including advising on strategic asset management planning, proactive and reactive responses to facility issues, health and safety issues and emergency preparedness.

What You’ll Do

Responsibility for program/service delivery (internal/external), coordination of staff

The Facilities Manager serves as the primary point of contact for all facilities-related matters and collaborates closely with both internal and external stakeholders to evaluate, propose, and execute solutions.
Provides advice and guidance to management and staff on facilities maintenance and effective building operations
Manages the activities of the Facilities team and is responsible for coordinating the day-to-day operations.
Promptly addresses urgent and unplanned facilities maintenance issues.
Monitors building maintenance equipment and automated controls systems at all locations to identify problems requiring the attention of outside trades persons and/or technicians and then monitors their work once assigned.

Project management (planning, producing, implementation, monitoring, reporting)

Under the direction of the Director, Finance & Facilities, prepares the annual operating budget estimates for the facilities department and is responsible for the expenditure of approved funds. Prepares capital estimates as required. Orders, tracks and maintains the inventory of cleaning, maintenance and lighting supplies for CPL.
Prepares scope of work and specifications, participates in negotiation and administration of contracts for capital projects and facilities operations ensuring compliance with CPL procurement guidelines and legislative requirements.
Supervises the execution of both operational and capital projects (both minor and major), collaborating closely with contractors, vendors, and partners to ensure adherence to timelines, cost-controls and specifications.

Business planning, develop policies and enterprise management

Advises the Director, Finance and Facilities and/or CEO on system wide preventive maintenance and building refurbishing requirements.
Routinely reviews and adjusts facility operations and initiatives to align with organizational priorities, regulatory standards, and technological advancements.
Acts as primary lead for facilities asset management planning activities; develops operational strategies for facilities maintenance, overseeing their implementation to ensure optimal functionality and longevity.
Develops effective relationships and communicates regularly with contractors, the City of Cambridge, co-workers, the public, government and regulatory agencies to schedule and coordinate work and share information as appropriate.

Requirement to adapt, modify, procedures, programs or inform policy development

Ensures legislation, policies and procedures pertaining to Facilities are upheld in the organization.
Ensures employees work in compliance with safe work practices, procedures and legislation (OHSA). Functions as a member and/or certified co-chair of the Joint Health and Safety Committee.
Provides input into the creation, implementation and management of division-related policies and procedures and supports the management team to ensure that they are understood and followed by employees.

Staff management (incl. supervision, employee development for direct reports)

Collaborates with the Director, Finance & Facilities and Human Resources regarding Facilities staff recruitment, development, performance management, and resolution of labour relations issues, corrective action up to and including formal discipline and/or termination.
Supports employee performance and skill development including performance evaluations, development plans, and ongoing feedback to all direct reports.
Resolves employee matters within department, in collaboration with Human Resources and colleagues (if applicable), based on a sound understanding policies and best practices.
Responsible for the safe operation of the Facilities workshop and equipment; ensuring staff are properly trained to perform their duties and operate equipment.
Supports Human Resources activities through Health & Safety training and professional development activities for all staff and makes recommendations for training initiatives.

Other duties as required including, but not limited to:

Undertakes administrative projects and other related duties at the request of the CEO.
Coordinates after-hours facility requirements and serves as an after-hours contact (on rotation) for facility emergencies.
Oversees and manages Facilities-related documentation (e.g., Facility Emergency Response Plan, building schematics, preventative maintenance plans, service records, permits, contractor information).

What You’ll Need to Succeed

To be qualified for and successful in the role, you should have:

Education:

Required - Post-Secondary diploma in Facilities Management, Property and Facility Management or Undergraduate degree (four-year program) - in Architecture, Engineering, or a facility/property management related field
Preferred - Certified Building Technician Certificate (CBT)
Preferred - Facilities Management Professional Certification (FMP)

Experience and other requirements:

Required – Experience in Property and Facility Management with supervisory responsibilities: Five (5) years
Required – Demonstrated expertise with task-specific software (Microsoft Office Suite)
Required – Working knowledge of relevant codes and regulations (e.g., Building, Electrical, Occupational Health and Safety, WHMIS, Fire, AODA)
Required – Valid Driver’s license and access to vehicle
Preferred – Certified Recreation Facilities Professional (CRFP)
Preferred – Project Management Certificate
Preferred – LEED Building Certification
Preferred – Current First Aid and CPR certificates
Preferred – Facility management experience in public libraries or the public sector

What We Offer

Working at Cambridge Public Library offers you the opportunity to be part of an organization that is welcoming, collaborative, and passionate about the community.

We provide fair market compensation, consistent and reliable work schedules, paid sick time, free parking, and a competitive benefits package that includes health, dental, prescription drugs and vision. We also offer participation in the OMERS pension plan.

Pay: $89,700 - $121,525 per annum

Hours: This is a full-time position, 70 hours in a bi-weekly period

Schedule: Monday to Friday 8:30am-4:30pm

How to Apply

To be considered for the position, please apply by January 29, 2025

Tell us why we should consider you for this position! Please provide both a cover letter and resume, combined as a single PDF document.
Submit your application by email to recruitment@ideaexchange.org
When applying by email, please quote “25-01 Facilities Manager” in your email subject line

The anticipated start date for this position is March 2025.

The position is open to internal and external candidates. We thank everyone for their interest, however only those candidates selected for an interview will be contacted.

Additional Information

Cambridge Public Library aspires to employ a staff complement that fully represents the diversity of the community we serve. All qualified individuals who would contribute to the further diversification of our organization are encouraged to apply.
Cambridge Public Library is an equal opportunity employer and is committed to accommodating individual needs in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require any accommodations at any point during the application and hiring process, please contact Human Resources at hr@ideaexchange.org.
A clear Criminal and Judicial Matters Check will be required.