Facilities Manager

Position Overview

We are seeking an experienced and hands-on Facilities Manager to oversee the maintenance, operation, and physical condition of a portfolio of industrial, commercial, and retail properties. The successful candidate will be responsible for ensuring that all properties are safe, operationally efficient, well-maintained, and compliant with applicable codes, regulations, and company standards.

The ideal candidate will have a strong understanding of building systems, HVAC equipment, capital repairs, and preventative maintenance, along with the ability to coordinate contractors, manage operating budgets, and oversee capital improvement projects. This role requires a practical, solutions-oriented individual who can assess building conditions, identify maintenance and repair requirements, and make informed recommendations regarding repairs, replacements, and long-term capital planning.

Key Responsibilities

1. Facilities Operations and Maintenance

• Oversee the day-to-day operation, maintenance, and physical condition of industrial, commercial, and retail properties.
• Conduct regular property inspections to identify deficiencies, maintenance requirements, safety concerns, and opportunities for improvement.
• Develop, implement, and monitor preventative maintenance programs for building systems, equipment, and common areas.
• Coordinate reactive maintenance, emergency repairs, and service requests to minimize disruption to tenants and property operations.
• Ensure building systems and equipment are operating efficiently and reliably.
• Maintain accurate records of inspections, maintenance activities, service contracts, warranties, and equipment documentation.

2. HVAC and Building Systems

• Demonstrate working technical knowledge of HVAC systems, including rooftop units (RTUs), make-up air units, air-handling units, boilers, chillers, ventilation systems, and associated controls.
• Coordinate HVAC servicing, troubleshooting, repairs, and equipment replacements with qualified contractors and service providers.
• Review contractor recommendations and quotations to assess the scope of work, proposed solutions, and overall value.
• Identify recurring HVAC issues, equipment inefficiencies, and potential system failures, recommending corrective actions as appropriate.
• Monitor the performance and maintenance of other building systems, including electrical, plumbing, fire and life safety, and building automation systems.
• Review building system deficiencies and recommend repairs or upgrades to improve reliability, energy efficiency, and operating performance.

3. Capital Repairs and Projects

• Identify, assess, and prioritize capital repairs, building deficiencies, and major maintenance requirements.
• Assist with the preparation of annual capital expenditure budgets and multi-year capital plans.
• Coordinate capital projects involving roofing, HVAC replacements, building envelope repairs, parking lots, paving, structural components, mechanical systems, and other major building improvements.
• Obtain and review contractor proposals, quotations, scopes of work, and project schedules.
• Evaluate repair-versus-replacement options and provide recommendations based on cost, asset condition, expected service life, and operational impact.
• Monitor contractor performance, project costs, timelines, quality of work, and compliance with approved scopes.
• Conduct site reviews and coordinate project closeout, including deficiencies, warranties, manuals, and required documentation.

4. Contractor and Vendor Management

• Source, evaluate, and coordinate qualified contractors, consultants, and service providers.
• Obtain competitive quotations and assess proposals for scope, pricing, technical suitability, and value.
• Monitor service provider performance and ensure work is completed safely, professionally, and in accordance with agreed requirements.
• Coordinate service agreements and maintenance contracts, including renewals, service levels, and performance expectations.
• Ensure contractors follow applicable safety requirements, site procedures, and permit requirements.

5. Budgeting and Financial Management

• Assist in preparing and managing property operating and maintenance budgets.
• Track maintenance expenditures, capital costs, purchase orders, and contractor invoices.
• Review invoices against approved quotations, completed work, and contractual terms.
• Identify cost-saving opportunities without compromising building performance, safety, or asset longevity.
• Provide regular updates on outstanding repairs, capital requirements, budget variances, and project status.

6. Tenant Relations and Customer Service

• Respond to tenant maintenance concerns and coordinate timely resolutions.
• Communicate planned maintenance, repairs, inspections, and service interruptions to affected tenants.
• Work collaboratively with property management, leasing, accounting, and other internal teams.
• Maintain professional relationships with tenants and ensure facilities-related concerns are handled efficiently.

7. Health, Safety and Regulatory Compliance

• Help ensure properties comply with applicable building codes, fire and life safety requirements, occupational health and safety legislation, and environmental regulations.
• Coordinate required inspections, testing, certifications, and corrective work.
• Identify and escalate safety hazards, building deficiencies, and potential compliance issues.
• Maintain records of inspections, incident reports, corrective actions, and contractor safety documentation.
• Support emergency preparedness and response procedures, including coordination of urgent repairs and restoration activities.

Qualifications and Experience

• Post-secondary education in Facilities Management, Building Systems, Mechanical Engineering Technology, Building Science, Construction Management, or a related field is preferred.
• Approximately 5 years or more of experience in facilities management, building operations, property maintenance, or a related role.
• Experience managing or maintaining industrial, commercial, and/or retail properties.
• Practical technical knowledge of HVAC systems, mechanical equipment, and general building systems.
• Experience identifying, coordinating, and overseeing capital repairs and building improvement projects.
• Ability to understand building deficiencies, evaluate contractor recommendations, and assess repair-versus-replacement options.
• Experience obtaining contractor quotations, reviewing scopes of work, and monitoring project budgets.
• Familiarity with preventative maintenance programs, operating budgets, and capital expenditure planning.
• Working knowledge of applicable building codes, health and safety requirements, and regulatory compliance obligations.
• Proficiency with Microsoft Office, including Excel, and familiarity with computerized maintenance management systems or property management software is an asset.
• A valid driver's licence and willingness to travel between properties as required.

Required Skills and Competencies

• Technical aptitude: Able to understand HVAC systems, mechanical equipment, building components, and capital repair requirements.
• Problem-solving: Capable of assessing deficiencies, identifying root causes, and developing practical solutions.
• Project coordination: Able to manage multiple repairs and capital projects simultaneously while meeting deadlines and budget expectations.
• Vendor management: Skilled in evaluating quotations, coordinating contractors, and monitoring quality of work.
• Financial awareness: Understands operating expenses, capital expenditures, cost control, and lifecycle considerations.
• Communication: Able to communicate effectively with tenants, contractors, consultants, and internal stakeholders.
• Organization: Strong prioritization, recordkeeping, and follow-up skills.
• Hands-on approach: Willing to conduct site inspections, investigate building issues, and provide practical oversight of maintenance and repair work.

Performance Expectations

The Facilities Manager will be expected to:

• Maintain properties in a safe, functional, and well-presented condition.
• Implement effective preventative maintenance programs and reduce recurring equipment failures.
• Identify and address building deficiencies before they develop into major operational or financial issues.
• Deliver capital repairs and maintenance projects within approved budgets and schedules.
• Maintain effective contractor performance and cost controls.
• Respond to tenant concerns and operational issues in a timely manner.
• Support long-term asset preservation, energy efficiency, and the reduction of avoidable operating costs.

Position Details

Reports to: VP of Property Management / Senior Property Manager

Work Environment: A combination of office-based work and regular site visits to industrial, commercial, and retail properties.

Employment Type: Full-time

Compensation: Commensurate with experience and qualifications.