Overview

ABOUT THIS POSITION

Main Job Tasks, Duties and Responsibilities
 Develop and implement a facility management program including preventative maintenance
and life-cycle requirements
 Conduct and document regular facilities inspections
 Ensure compliance with Work Space BC health and safety standards and industry codes
 Organize monthly meetings for the Joint Health and Safety Committee record and display
monthly meeting minutes
 Allocate and manage facility space for maximum efficiency
 Assist with setting up Studio spaces for Social clubs
 Assist IT as needed with coordinating intra-office moves
 Supervise maintenance and repair of facilities and equipment
 Oversee facility refurbishment and renovations
 Plan and manage facility central services such as reception security cleaning catering waste
disposal and parking
 Implement best practice processes to increase efficiency
 Obtain quotes and tenders from vendors and suppliers
 Calculate and compare costs for goods and services to maximize cost-effectiveness
 Negotiate contracts to optimize delivery and cost-saving
 Coordinate and monitor activities of contract suppliers
 Manage contractor and vendor relationships
 Manage and review service contracts to ensure facility management needs are being met
 Ensure delivery schedules, quantity and quality criteria are met
 Check completed work by contractors and vendors
 Verify payment and invoicing match contract pricing
 Plan and monitor appropriate facility management staffing levels
 Ensure efficient utilization of facility maintenance staff
 Performance manage, develop and train staff
 Prepare and track facility budget
 Monitor expenses and payments
 Generate and present regular reports and reviews of facility-related budgets & finances, contracts, expenditures and purchases
 Develop and implement cost reduction initiatives
 Advise on and monitor energy efficiency
 Oversee environmental health and safety
 Assure security of the facility
 Respond to facility and equipment alarms and system failures
 Provide prompt response to requests and issues from facility occupant
 Plan and coordinate all installations (telecommunications, heat, electricity etc.) and
refurbishments
 Manage the upkeep of equipment and supplies to meet health and safety standards
 Inspect buildings’ structures to determine the need for repairs or renovations
 Review utility consumption and strive to minimize costs
 Supervise all staff facilities staff (custodians technicians groundskeepers etc.) and external contractors
 Control activities like parking space allocation waste disposal building security etc.
 Allocate office space according to needs
 Handle insurance plans and service contracts
 Keep financial and non-financial records
 Perform analysis and forecasting
 Create and maintain inventory of all studio/office furniture and appliances. Order more supplies as needed.
 Create and manage inventory/requests for studio office supplies. Order more as needed.
Other duties as required
 Running errands (supply pick up and delivery drop off keys cute etc)
 Preparation and organization for client visits
 Minor maintenance (ex. hanging pictures)
 Making appropriate temporary signage for shared spaces appliances etc.
 Daily maintenance of the internal website
A person who excels in this role would…
 Be extremely proactive and have three possible solutions ready for every problem
 Always push for innovative new programming like electronics/battery recycling & composting
 Advise on décor appropriate for studio
 Prepare and maintain a Facilities ‘bible’
 Liaise with the Studio Culture team to ensure event spaces are clean and prepared for studio events
 Have a good knowledge of ergonomic accessibility and office safety and security practices
 Have a good and nuanced knowledge of unique cultural practices and customs to inform the best practices for an inclusive and healthy studio
 Ensure that we are never without toilet paper paper towels milk and other essential offices supplies
 Establish best practices for drills and emergency preparedness
 Always be one step ahead of facility needs or willing to explore a solution to a problem our first step is ensuring our employees are safe and comfortable our
 the second step is to make our employees feel valued and celebrated

Qualifications
 At least 1-2 years of proven work experience as a Receptionist Front Office Representative or
similar role
 Proficiency in Microsoft Office Suite
 Hands-on experience with office equipment (e.g. fax machines and printers)
 Professional attitude and appearance
 Solid written and verbal communication skills
 Ability to be resourceful and proactive when issues arise
 Excellent organizational skills
 Multitasking and time-management skills with the ability to prioritize tasks
 Customer service attitude
 High school degree; additional certification in Office Management is a plus