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Facilities Office Manager – Full-Time

Meridian Credit Union

This is a Full-time position in Toronto, ON posted July 20, 2019.

Purpose of the Job The Facilities Office Manager will drive exceptional employee experience by creating a clean, safe and well maintained environment at Meridian Credit Union.

This position is the go-to person for office needs and will oversee every aspect of the office space.

The primary oversight of the Facilities Office Manager will include the management of two Corporate Offices as well as the smooth operation and proactive maintenance of each facility in the Meridian enterprise which includes 100 locations, including Branch, CBC, ABM, and Satellite locations.

Each Meridian branded location is an opportunity to positively influence the experience of Members and potential Members.

To ensure a consistent “look and feel”, which is presented in clean and safe manner, this position will develop standards and annual plans to ensure these standards are achieved and maintained over time.

The cost to operate and maintain all of Meridian properties is significant and this position has direct influence over those costs.

This role will leverage Meridian’s economy of scale, to help consolidate and negotiate contracts for major facilities service providers with the expected outcome of improved services at lower costs.

Reporting to the Senior Manager, Property Management and Projects, the Facilities Office Manager creates value by providing transparency of day to day support levels, identifying trends and recommending solutions, ensuring customers consistently experience high levels of service from the team, assisting with the management of compliance, regulation and operational risk, and creating an environment where Meridian is able to realize high value from vendor partners.

The Facilities Office Manager is obsessed with running a tight ship and providing exceptional internal customer service, well organized, detail oriented and proactive.

Key Responsibilities Leadership and Decision Making Management of two Corporate Offices which includes working with landlords, building systems and related vendors ensuring the building and services meet the needs for Meridian employees.

Designs and implements office policies by establishing standard operation procedures, measuring results against standards and making necessary adjustments Accountable for managing all aspects of the corporate office safety and security protocols.

Management of corporate office occupancy reporting, planning and all space planning requirements for the organization including office moves.

Ensuring the department remains in compliance with Meridians Policies and Procedures along with related governmental regulations Assist with smooth day to day operations of all Meridian properties, proactively escalating issues and/or deliverable risks to the Senior Property Management & Projects.

Keeps Management informed by reviewing and analyzing reports, summarizing information and identifying trends Provide direct oversight and responsibility of the Service Now Ticketing System.

Develop executive level reporting for Senior Manager from Ticketing System to report on Service Levels and key Metrics as well as trends and areas for improvements.

Work with team members to coordinate schedules/plans to ensure adequate resources are available to handle current initiatives; ticketing system workload and Corporate Office onsite support
– assist where required.

Track and report on the facility budget, assuming responsibility for budgeted figures and continually thinking strategically to reassess areas to reduce costs and increase efficiencies Work on multiple projects simultaneously while, ensuring that all issues are proactively being addressed to current standards.

Mail Room management and ability to influence team members to “act like an owner” ensuring active engagement in day to day operation of corporate offices.

Manage CO facilities in a first class manner and taking a proactive approach to general maintenance Assisting with special projects and undertaking other duties as needed.

Partner orientation Initiate opportunities for collaboration and maintain productive relationships within the team, business partners and extended vendor service providers to achieve goals.

Liaise with other teams and business peers; understanding, communicating, and coordinating issues, plans, and strategies on behalf of the team Customer Service Orientation –Exceptional service for our customers General understanding of relevant legislation and regulations related to property management, such as building code, AODA etc.

Communicate, via Intranet/Email/Face to Face, upcoming initiatives and changes, value of Property Management service offerings and provide simple instructions on How to Use the Service.

Key relationships for this role are with the following groups: Branch & Corporate Managers, Service Management, Construction Project Managers and Real Estate Communication Highly developed communication and strategic influencing skills are required when interacting with corporate office employees.

Exceptional written and oral communication skills, with a proven ability to: Clearly articulate observations and recommendations in an organized and understandable format to the Senior Leadership team Prepare and write reports including detailed recommendations, prepare policy & procedures and SOP’s.

Impact Anticipates needs and uncovers ways to improve departmental service level standards and key performance indicators Lead and/or assist with cross-functional and inter-departmental projects varying in size and complexity.

Deliver tangible and measurable operational effectiveness through service level attainment, effective time management and vendor management.

Knowledge, Experience and Skills Skills Thrives in a fast paced environment, effectively handles crisis situations in a calm and methodical manner and when priorities compete, moves will agility from one task to another Highly service oriented and customer focused Exceptional written and verbal communication skills Strong analytical and problem solving abilities; ability to provide sound advice on complex issues Organized with ability to quickly reprioritize in highly fluid environment Seeks creative ways to get results; not bound by the limitations of conventional wisdom; finds inventive, imaginative and resourceful ways to solve problems or create opportunities Takes ownership of a problem.

Resourceful to find and implement appropriate solution for full client satisfaction Proven budget development and management skills Forward thinking
– capable of assessing impact of decisions on immediate, medium term, and long term outcomes Results oriented with a passion for introducing cost saving initiatives Experience 4-6 years experience in a Property and Facility Management environment including in a corporate office environment Bachelor’s degree or college degree in related field an asset Knowledge Detailed knowledge of building components and preventative maintenance best practices Solid understanding and knowledge of Service Management principles, ticketing systems/related work flows, Strong working knowledge of Microsoft Applications Other Participate in after hour on call responsibilities Ability and willingness to work flexible or extended hours, as needed Travel and onsite presence at Meridian locations, as needed Experience the Difference Thank you for your interest in Meridian Credit Union.

Please note that due to the volume of applications, only those under consideration will be contacted for an interview.

Meridian is committed to providing accommodations for people with disabilities.

Should you require an accommodation, we will partner with you to meet your needs.

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