This position has been filled



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
 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

 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

About ICON Creative Studio

Founded in 2013, ICON Creative Studio is Canada’s largest independently owned animation entertainment company located in the historic Gastown district of Vancouver, BC, Canada. With almost 400 design, storyboarding, modelling, rigging, animation, technical animation, lighting, visual effects, and compositing artists alongside creative and management teams.