Associate Director, Facilities Operations & Services (M2)
Top Benefits
About the role
Why You’ll Love Working Here
- high-performance, people-focused culture
- our commitment that equity, diversity, and inclusion are fundamental to our work environment and business success, which helps employees feel valued and empowered to be their authentic selves
- learning and development initiatives, including workshops, Speaker Series events and access to LinkedIn Learning, that support employees’ career growth
- membership in HOOPP’s world class defined benefit pension plan, which can serve as an important part of your retirement security
- competitive, 100% company-paid extended health and dental benefits for permanent employees, including coverage supporting our team's diversity and mental health (e.g., gender affirmation, fertility and drug treatment, psychological support benefits of $2,500 per year, parental leave top-up, and a health spending account).
- optional post-retirement health and dental benefits subsidized at 50%
- yoga classes, meditation workshops, nutritional consultations, and wellness seminars
- the opportunity to make a difference and help take care of those who care for us, by providing a financially secure retirement for Ontario healthcare workers
Job Summary The objective of this role is to effectively plan, organize, direct, and control all facets of the Facilities Operations and Services team. This position entails comprehensive responsibilities at various levels, including oversight of HOOPP's facilities repairs and maintenance, physical security, environmental controls for network critical business systems, shipping and receiving, printing and publications.
What You Will Do Facility Operations
- Manage all aspects of the facilities operations, including service level agreements, facilities team structure, work practices, staff engagement, coaching and performance
- First point of escalation for Facility related issues, including but not limited to, audio visual, temperature, lighting, washrooms, office cleaning, furniture, appliances, artwork, signage, etc.
- Participate in the budget setting process for all facilities services and ensure appropriate financial controls are in place and are monitored effectively
- Lead the development and delivery of request for proposals and or request for quotations to vendors
- Maintain current records of all Facilities contracts, service agreements and service schedules
Physical Security
- Manage the Physical Security program for HOOPP, ensuring that approved Policies & Standards are implemented and maintained for the protection of HOOPP’s physical assets and team members
- Provide support to the team for daily activities
- Play an active role in investigating any incidents using our access control system as well as our CCTV system
- Be on call for any security incidents after hours
- In-depth knowledge of SEOS, HID, C-Cure, CCTV, Honeywell, Avigilon systems in a multi-location system
Critical Systems
- Oversee the day-to-day operation and maintenance of the environmental controls for HOOPP’s critical systems to ensure continuous operation of the same (HVAC, emergency power equipment, fire suppression etc.)
- Ensure best practices are used for the management of our critical environments
- Review preventative maintenance schedules to ensure we are fully covered under our service agreements with external service providers
- Be on call for emergency response to environmental systems failure
Analytics and Workplace Technology
- Lead the Facility Analyst on providing monthly facilities related data, such as space utilization, occupancy trends, maintenance logs, etc.
- Support space planning and workplace strategy through occupancy and utilization studies
- Provide data-driven recommendations for optimizing facilities operations, sustainability initiatives, and capital projects
- Serve as the subject matter expert on facilities metrics, KPI’s and workplace analytics best practices
- Collaborate with IT to integrate new technology systems and manage existing systems including desk booking, incident reporting software, digital security access, and visitor management technology
- Manage the Audio Visual (AV) technologies program, including systems, equipment, and integration
Budget Management
- Monitor and manage operating budgets for the Corporate Services department
- Track actual vs. forecasted spend and provide variance analysis
- Identify cost saving opportunities through analytics, vendor contracts, etc.
- Ensure compliance with financial policies, procurement processes, and vendor management
Office Services
- Manage all aspects of Office Services including service level agreements, Office Service team structure, work practices, staff engagement, coaching and performance
- Oversee the Office Services day-to-day operations for procurement, print production, office supplies, shipping, receiving, mail distribution and publications fulfillment are maintained to ensure expected service levels
- Continually monitor and review business processes to ensure work is performed efficiently and procedures are followed
- Manage procurement standards, practices and develop and maintain relations with Office Services vendors
Contract Management
- Lead the creation of RFP’s for services relating to both Corporate Services and Office Services
- Participate in the review and recommendation of contract awards
- Maintain relationships with external service providers and provide day to day direction for services
What You Bring
- University degree and / or Community College diploma
- 10 years or more of business experience in facilities management and services for business in change environments
- BOMA or IFMA certification preferred
- Bachelor’s degree in Facilities Management, Architecture, Engineering, or a related field preferred
- Successful track record of successful execution of facilities improvement projects
- Demonstrated problem-solving skills
- Change agent in ensuring facilities and support services meet strategic priorities and business plans of organization
- In-depth knowledge of access control security systems and technologies
- In-depth knowledge of Audio-Visual technologies
- Proven experience in Data Management
- Demonstrated ability to manage budgets
- Ability to work with ongoing ‘sensitive and confidential information
- Detailed oriented, customer services focused and team oriented
- Excellent interpersonal, planning, and organization skills
- Capable of managing Facilities Projects
- Excellent computer skills and creative problem-solving skills
- Purchasing and inventory management knowledge and experiences
- Knowledge of systems furniture
- Experience managing staff
About HOOPP (Healthcare of Ontario Pension Plan)
Established in 1960, the Healthcare of Ontario Pension Plan (HOOPP) is a multi-employer defined benefit pension plan for Ontario's hospital and community-based healthcare sector. We serve more than 460,000 members who provide valued healthcare services at more than 670 employers across the province. At HOOPP, we exist to provide a stable and reliable pension for our members that starts in retirement and is paid for life. As one of Canada's largest and most respected pension plans, HOOPP's net assets reached $112.6 billion at the end of 2023 and our funded status remained strong at 115%. HOOPP's core values - professional, accountable, collaborative, compassionate and trustworthy - guide our every interaction with our members, employers and employees.
We've become one of Canada's leading pension plans by consistently challenging ourselves and embracing innovation. From our unique investment management approach to our innovative technology and thought-provoking research, we constantly seek to push the boundaries, and we do this by hiring passionate, forward-thinking people. Our high-performance culture, which spans our head office in Toronto and our office in London (UK), is founded on collaboration, respect and belonging. HOOPP is an equal opportunity employer and we're proud of our diversity. We select applicants for employment solely on the basis of their qualifications. Should you require accommodation because of a disability during the recruitment and selection process, please contact our Human Resources team. We will be happy to consult with you so that arrangements can be made for reasonable accommodation.
Associate Director, Facilities Operations & Services (M2)
Top Benefits
About the role
Why You’ll Love Working Here
- high-performance, people-focused culture
- our commitment that equity, diversity, and inclusion are fundamental to our work environment and business success, which helps employees feel valued and empowered to be their authentic selves
- learning and development initiatives, including workshops, Speaker Series events and access to LinkedIn Learning, that support employees’ career growth
- membership in HOOPP’s world class defined benefit pension plan, which can serve as an important part of your retirement security
- competitive, 100% company-paid extended health and dental benefits for permanent employees, including coverage supporting our team's diversity and mental health (e.g., gender affirmation, fertility and drug treatment, psychological support benefits of $2,500 per year, parental leave top-up, and a health spending account).
- optional post-retirement health and dental benefits subsidized at 50%
- yoga classes, meditation workshops, nutritional consultations, and wellness seminars
- the opportunity to make a difference and help take care of those who care for us, by providing a financially secure retirement for Ontario healthcare workers
Job Summary The objective of this role is to effectively plan, organize, direct, and control all facets of the Facilities Operations and Services team. This position entails comprehensive responsibilities at various levels, including oversight of HOOPP's facilities repairs and maintenance, physical security, environmental controls for network critical business systems, shipping and receiving, printing and publications.
What You Will Do Facility Operations
- Manage all aspects of the facilities operations, including service level agreements, facilities team structure, work practices, staff engagement, coaching and performance
- First point of escalation for Facility related issues, including but not limited to, audio visual, temperature, lighting, washrooms, office cleaning, furniture, appliances, artwork, signage, etc.
- Participate in the budget setting process for all facilities services and ensure appropriate financial controls are in place and are monitored effectively
- Lead the development and delivery of request for proposals and or request for quotations to vendors
- Maintain current records of all Facilities contracts, service agreements and service schedules
Physical Security
- Manage the Physical Security program for HOOPP, ensuring that approved Policies & Standards are implemented and maintained for the protection of HOOPP’s physical assets and team members
- Provide support to the team for daily activities
- Play an active role in investigating any incidents using our access control system as well as our CCTV system
- Be on call for any security incidents after hours
- In-depth knowledge of SEOS, HID, C-Cure, CCTV, Honeywell, Avigilon systems in a multi-location system
Critical Systems
- Oversee the day-to-day operation and maintenance of the environmental controls for HOOPP’s critical systems to ensure continuous operation of the same (HVAC, emergency power equipment, fire suppression etc.)
- Ensure best practices are used for the management of our critical environments
- Review preventative maintenance schedules to ensure we are fully covered under our service agreements with external service providers
- Be on call for emergency response to environmental systems failure
Analytics and Workplace Technology
- Lead the Facility Analyst on providing monthly facilities related data, such as space utilization, occupancy trends, maintenance logs, etc.
- Support space planning and workplace strategy through occupancy and utilization studies
- Provide data-driven recommendations for optimizing facilities operations, sustainability initiatives, and capital projects
- Serve as the subject matter expert on facilities metrics, KPI’s and workplace analytics best practices
- Collaborate with IT to integrate new technology systems and manage existing systems including desk booking, incident reporting software, digital security access, and visitor management technology
- Manage the Audio Visual (AV) technologies program, including systems, equipment, and integration
Budget Management
- Monitor and manage operating budgets for the Corporate Services department
- Track actual vs. forecasted spend and provide variance analysis
- Identify cost saving opportunities through analytics, vendor contracts, etc.
- Ensure compliance with financial policies, procurement processes, and vendor management
Office Services
- Manage all aspects of Office Services including service level agreements, Office Service team structure, work practices, staff engagement, coaching and performance
- Oversee the Office Services day-to-day operations for procurement, print production, office supplies, shipping, receiving, mail distribution and publications fulfillment are maintained to ensure expected service levels
- Continually monitor and review business processes to ensure work is performed efficiently and procedures are followed
- Manage procurement standards, practices and develop and maintain relations with Office Services vendors
Contract Management
- Lead the creation of RFP’s for services relating to both Corporate Services and Office Services
- Participate in the review and recommendation of contract awards
- Maintain relationships with external service providers and provide day to day direction for services
What You Bring
- University degree and / or Community College diploma
- 10 years or more of business experience in facilities management and services for business in change environments
- BOMA or IFMA certification preferred
- Bachelor’s degree in Facilities Management, Architecture, Engineering, or a related field preferred
- Successful track record of successful execution of facilities improvement projects
- Demonstrated problem-solving skills
- Change agent in ensuring facilities and support services meet strategic priorities and business plans of organization
- In-depth knowledge of access control security systems and technologies
- In-depth knowledge of Audio-Visual technologies
- Proven experience in Data Management
- Demonstrated ability to manage budgets
- Ability to work with ongoing ‘sensitive and confidential information
- Detailed oriented, customer services focused and team oriented
- Excellent interpersonal, planning, and organization skills
- Capable of managing Facilities Projects
- Excellent computer skills and creative problem-solving skills
- Purchasing and inventory management knowledge and experiences
- Knowledge of systems furniture
- Experience managing staff
About HOOPP (Healthcare of Ontario Pension Plan)
Established in 1960, the Healthcare of Ontario Pension Plan (HOOPP) is a multi-employer defined benefit pension plan for Ontario's hospital and community-based healthcare sector. We serve more than 460,000 members who provide valued healthcare services at more than 670 employers across the province. At HOOPP, we exist to provide a stable and reliable pension for our members that starts in retirement and is paid for life. As one of Canada's largest and most respected pension plans, HOOPP's net assets reached $112.6 billion at the end of 2023 and our funded status remained strong at 115%. HOOPP's core values - professional, accountable, collaborative, compassionate and trustworthy - guide our every interaction with our members, employers and employees.
We've become one of Canada's leading pension plans by consistently challenging ourselves and embracing innovation. From our unique investment management approach to our innovative technology and thought-provoking research, we constantly seek to push the boundaries, and we do this by hiring passionate, forward-thinking people. Our high-performance culture, which spans our head office in Toronto and our office in London (UK), is founded on collaboration, respect and belonging. HOOPP is an equal opportunity employer and we're proud of our diversity. We select applicants for employment solely on the basis of their qualifications. Should you require accommodation because of a disability during the recruitment and selection process, please contact our Human Resources team. We will be happy to consult with you so that arrangements can be made for reasonable accommodation.