DUCA is looking for a Facilities & Operations Specialist to join our team!
Job Purpose & Summary
Reporting to the Director, Procurement & Facilities, the Facilities & Operations Specialist leads the daily facilities operations for DUCA in an effective and safe manner. The incumbent will be responsible for ensuring the effective maintenance and operation of DUCA buildings, building systems, grounds equipment, and hardware. By using efficient planning and scheduling, the Facilities Operations Lead will ensure work is completed according to applicable regulations and standards, with minimal disruption of business.
Key Accountabilities & Duties
Act as back-up to Director, Procurement & Facilities during all planned and unplanned absences including being responsible for sign-off on work orders and invoices.
Property & Facilities Management
First point of contact with Crown Property management (DUCA’s Landlord) for the maintenance and upkeep of our Head Office work environment.
Performing minor maintenance and repairs to all DUCA premises including Head Office and branches. This includes but is not limited to painting, changing out lights, and mounting of wall accessories.
Liaise with DUCA branch landlords to coordinate any on sight work DUCA needs to complete and/or to remedy any issues in common spaces.
Ensuring the smooth functioning, and code compliance with relevant legislative requirements, of all designated facilities including equipment and systems.
Maintains branch security camera activities, guard services, and responsible for electronic key access and badges to all our facilities. Set up as 1st administrator on all system changes.
Identifying loss prevention techniques / security and safety issues including a safe work environment.
Respond to calls from Chubb on a 24-7 basis when branch alarms are tripped. Access branch security cameras to assess whether police and/or other vendors (e.g. repair broken window) need to be dispatched, and whether branch management and other senior management need to be notified.
Manage the relationship, coordination and supervision of the activities of Third-Party Vendor’s / Contractors including:
Chubb (alarm system, security cameras, and access control system)
D&H (printed forms)
North York Printing (cheques and drafts)
Manage CRU installations, repairs, and the coordination of related IT work.
Co-administrator of Staples Office system which includes overseeing branch input, approving/declining as appropriate, and approving of purchases.
Responsible for ensuring branches are visited on a quarterly basis to review, implement, and monitor all Facilities related operations, procedures, and practices including but not limited to alarm opening and closing procedures, supply ordering, Health & Safety, Fire plan, Robbery procedures, etc.
Manage the RFI and RFP processes for assigned Projects including sourcing of potential vendors, writing and issuing of documentation, facilitating vendor meetings, assessing responses, completing appropriate due diligence, and making vendor recommendation.
Construction Project Manager for both major and minor branch renovations
Participate in other DUCA projects as the Facilities workstream lead as required (e.g. IT project).
Health & Safety
Member of Joint Health and Safety Committee
Responsible for ensuring compliance for all Health and Safety legislative requirements, including all inspections and reporting associated with the Joint Health and Safety Committee.
Complete ergonomic evaluations and branch inspections.
Business Resilience and Emergency Response
First responder and on-site coordinator to major emergency branch incidents that arise in the west region on a 24-7 basis (e.g. break-ins, natural disasters, armed robberies, etc.) and in Head Office when Director, Procurement & Facilities is unavailable.
Direct responsibility for the internal mail room / office supply procedures.
Providing coaching, mentorship, supervision and guidance for other Facilities
Occupational Experience & Education Requirements
Post-secondary education in a relevant field, or equivalent work experience
Five (5) years of experience in Facilities Operations, with responsibility for the control of labour, budgets, and work management
Joint Health & Safety Committee certification considered an asset
Knowledge, Skills & Attributes
Strong commitment to health and safety principles and knowledge of relevant legislation
Knowledge of building code, AODA, fire code, and Occupational Health & Safety Act
Valid Ontario “G” class driver’s license and daily access to a vehicle
Experience in a non-voluntary building trade (Electrical, Plumbing, HVAC Technician, Facilities Technician) considered an asset
Strong service orientation
Experience supervising complex maintenance and repair tasks and planning and organizing the proper performance of a variety of construction projects.
Strong planning, organization, problem solving and decision-making capabilities including ability to recognize cost saving opportunities.
Project Management experience
Strong proficiency with Windows and Microsoft Word/ Excel
Experience with CAD considered an asset
Ability to build strong relationships, establish trust and respect with team members and stakeholders across the organization
Strong business acumen
Strong verbal and written communication skills
Frequent travel within the GTA required
Required to attend construction sites both during and after hours
Some lifting required
Using tools for minor maintenance and repairs
Some work after hours and on weekends required
Primary Location: Corporate Office - 5255 Yonge Street, North York, ON
Employment Status: Full-time
Hours per Week: 38 hours
Job Grade Level: Seven (7)
DUCA exists to help people do more, be more and achieve more with their money and their lives. We’re driven by a co-operative philosophy that puts our Members (and Owners) at the centre of every decision we make, gives them a voice in how we’re run, and rewards them for their loyalty by sharing our profits.
At DUCA, we’re dedicated to creating a positive environment where our employees have growth and development opportunities, a healthy work/life balance, opportunities to give back to the community, and a focus on doing what is right for our Members. DUCA offers a competitive total compensation package including base salary, a short-term incentive (bonus) program, a comprehensive benefits program, pension plan, and employee banking benefits.
DUCA is committed to employment equity and encourages applications from all qualified candidates. Recruitment related accommodations will be provided upon request.
Qualified applicants are encouraged to submit their application. Applications must include both a resume and cover letter.
We thank all applicants but only those considered for an interview will be contacted.