Want to be part of a team that makes a difference? Come be part of the change.
Since 1920, APEGA has been regulating the practices of engineering and geoscience to serve the public interest in Alberta.
We are looking for energetic people who thrive in a dynamic, fast-paced, and challenging environment. You are committed to serving the community with integrity, accountability, and innovation, and capable of delivering exceptional service. If you reflect these values, have the knowledge, skills, and abilities to make a difference through your work, and are passionate about acting in the best interest of public safety – then come be a part of our diverse and inclusive team!
Job Title:
Office & Facilities Services Manager
Job Family:
Manager
Department:
Office Services
Reports To:
Director, Business Performance
Division:
Registrar & CEO’s Office
Location:
Edmonton
Competition:
25-44
Employment Indicator:
Permanent
Position Summary
Reporting to the Director, Business Performance, the Office & Facilities Services Manager is responsible for the operational management and day-to-day implementation of Office Services initiatives, programs, polices and projects that will enable APEGA to meet its strategic and operational goals. This role is responsible for the health and safety of the APEGA office to create a productive and engaging work environment, including office design, furnishings, and leasehold improvements. This role works with contractors as necessary for construction, facility management and business support services. This role is responsible for the management of office operational services, it includes a conference facility, meeting services, catering, site security, mail and print services, key elements of the Occupational Health and Safety (OHS) program, space planning as well as oversight and maintenance of the facility (nearly 50,000 sq. ft.)
The role is accountable for managing the planning for and maintenance of APEGA’s facility under the terms of the lease and property management agreements. The manager is the primary contact with property management, and this role is accountable for the performance of vendors and contractors in the delivery of services or facility maintenance. Financial management of the office leases is the responsibility of the Director, Finance.
This role plays a key role in delivering APEGA Service via APEGA’s reception services - supporting registrants, applicants and the public through email and phone service. Working in partnership with other departments, the Office & Facilities Services manager is also responsible for the phone tree and the walk-in service experience.
The role oversees a team of seven administrative professionals and manages the Office Services budgets, both operating and capital. Budget and strategy are established under the guidance of the Director, Business Performance.
Responsibilities
Directly overseeing and ensuring that the APEGA site and services are managed and utilized in an effective, efficient, and fiscally responsible manner so the needs of the organization are met.
Overseeing and managing site maintenance including routine as well as major repairs and services.
Overseeing the maintenance and support for the APEGA facility and equipment necessary to support APEGA’s business operations and some minor building operations.
Developing maintenance procedures, planning and overseeing implementation.
Developing space planning requirements and utilization including assessing the organization’s needs, doing research on new space or office modifications, preparing recommendations and reports of findings, costs, and options.
Planning and overseeing all project plans and execution within budget.
Liaising with various external vendors and property management when evaluating proposals, including a detailed review of the proposals before making recommendations to the Director, Business Performance.
Managing the implementation of updates/changes related to the workspace booking application (Kadence).
Collaborating with the cross-functional APEGA Service team responsible for first contact with callers and in person visitors at the APEGA office (customer service, call management, appointments with subject matter experts, etc.)
Ensuring appropriate resources are available for delivery of exceptional customer service to internal and external clients accessing a variety of services (mailroom, print shop, meeting room preparation and support, catering, front desk, reception or courier services, general email in box, dealing with service tickets or general office administration services).
Managing inventory levels of required products and services (furniture, coffee service, and supplies, etc.).
Managing on-site conferences, meetings, and event services for internal and external stakeholders, including room set up, catering and audio-visual support for multiple meeting rooms and the conference centre.
Overseeing the development, implementation of Occupational Health and Safety Program (OHS) for compliance with all relevant provincial and federal OHS legislation and standards by developing, maintaining, and updating policies as required.
Leading the Health and Safety Committee (HSC) and participating in the OHS Program Team to ensure legislative requirements are met and any issues that have arisen are discussed and recommendations for solutions are made to the Director, Business Performance and Director, People Experience (PE).
Directly overseeing the Office Services team. This includes recruitment, coaching and mentoring, and performance management (up to and including disciplinary action) of a team of administrative professionals who carry out the day-to-day operational responsibility for providing office services support to the organization.
Establishing and reporting regularly to the Director, Business Performance on key performance metrics, physical assets, and overall site performance.
Preparing and overseeing the Office Services annual budget (operating and capital) and ensure alignment with APEGA’s Annual Business Plan, prioritizing efficient utilization of human and financial resources.
Liaising with Executive Leaders, Directors, and Managers to ensure office administrative policies, procedures, and programs and services meet their needs spectrum.
Leading ergonomic assessments, partnering with People Experience as required. Support the Director, Business Performance as necessary on the Health and Wellness programs that intersect with the OHS Program.
Establishing, documenting and facilitating training for Fire Wardens and First Aiders to ensure response teams are available for fire or general evacuation, or medical emergencies.
Responsible for the development and practice of drills and emergency response preparedness plan.
Coordinating the purchasing and maintenance of required supplies such as first aid kits, defibrillators, fire extinguishers and signage etc. Lead regular site inspections to remain compliant with OHS Act.
Establishing and overseeing education for employees on health and safety and evacuation procedures.
Partnering with the IT Operations Manager, conduct regular safety audits, incident reporting & tracking, and follow-up.
Competencies, Skills & Attributes
Competencies
Knowledge, Skills & Abilities
Core:
Exemplifying Integrity
Fostering Communication
Results Orientation
Service Excellence
Teamwork
Core Leadership:
Decision Making
Functional:
Creativity and Innovation
Managing People
Managing Resources
Planning and Organizing
Sound knowledge of business strategic and operational planning processes and considerable knowledge of office services and facilities best practices.
Thorough understanding of policies and procedures including budgeting, accounts payable, and facilities management.
Solid understanding of facilities contracts and contract management.
Thorough knowledge of OHS legislation and code, as well as office-based security requirements and LEAD best practices in property management.
Solid understanding of delivering customer service in a not-for-profit organization.
Ability to build vendor, contractor, and property management relationships to serve APEGA well.
Ability to establish collaborative relationships and communicate effectively and professionally in providing excellent level of customer service to internal and external clients accessing administrative services.
Ability to analyze issues and approaches and effectively problem-solve and implement solutions (facilities management and space planning). Ability to negotiate contracts and terms of reference in a financially prudent manner.
Excellent human relations including coaching, team building, training, and motivation skills.
Strong organizational skills.
Strong project management and organization skills.
Advanced knowledge of Microsoft office suite.
Qualifications
Post-secondary degree in a related field
5-7 years of related experience in progressively responsible leadership roles and facilities management in a professional office.
Experience in managing and overseeing an Occupational Health & Safety Program would be an asset.
Experience in customer service management would be an asset.
Certificates in Facility Management, Project Management, and Occupational Health and Safety would be an asset.
Equivalencies may be considered.
Closing Date: Until successful candidate is found
We acknowledge all candidates working in their area of expertise may build their knowledge, skills, and competencies in several ways. We welcome candidates from a breadth of backgrounds, who may have equivalent skills and competencies to the ones listed above. There may be APEGA positions posted that have specific regulatory requirements, and in keeping with those requirements, APEGA will follow the guidelines that we are bound by. All candidates are considered with the objective to enhance APEGA’s people and culture.
If you are interested in this position, please submit your cover letter and resume directly through our company website (https://www.apega.ca/about-apega/apega-careers).
Thank you for your interest in APEGA.
Only those candidates selected for interviews will be contacted.
