Manager, Non-Market Housing Facilities

Requisition ID: 43647 

Organization

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable and environmentally sustainable cities. Named among Canada's Top 100 Employers, BC's Top Employers, and Canada's Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, reconciliation, equity and outstanding quality of life for all residents.

Consider joining our committed team of staff and being part of an innovative, inclusive and engaging workplace.  Working at the City of Vancouver and within the public service can be a rewarding career where you play a key role in ensuring impartial and equitable access to services, upholding ethical governance, and addressing the needs of citizens with integrity and dedication.

Main Purpose and Function

The Manager, Non-Market Housing Facilities is responsible for property and asset management of the housing operations portfolio, including building maintenance, repair, and renovations, as well as tracking the purchasing of equipment, appliances, supplies, and overseeing of maintenance services to support the effective and efficient delivery of preventative, cyclical, and routine maintenance services.

This position provides input into the overall strategic asset and facilities management priorities and areas of focus for the NMHO housing portfolio, and consults with all relevant stakeholders on NMHO’s short- and long-term planning and project deliverables. Responsibilities include following up on quality assurance measures that advance NMHO’s housing strategies and fiduciary responsibilities. The Manager, NMHO Facilities is responsible for liaising with REFM regarding all base building requirements as well as leading and assessing the housing service delivery facility requirements and improvements.

The Facilities Manager, Non-Market Housing reports to the Director, Non-Market Housing Operations; directly supervises one (1) Operations Supervisor, two (2) maintenance workers.  The position liaises with key REFM department leads. The Manager is part of the NMHO leadership team and participates in the creation and sustainment of a respectful and inclusionary workplace, setting expectations for the conduct of staff that adhere to the established City’s and NMHO’s policies and procedures.

This position liaises with peers, Residence Managers (RMs), and Residence Attendance Shift Leads (RASLs) working across housing sites; collaborating regularly with the NMHO Director and exempt Managers to provide project updates, coordinate input on scope development, and consulting on progressive strategies and initiatives to safeguard and preserve the City’s social housing assets.

Specific Duties/Responsibilities

• Directly and indirectly supervising a group of maintenance supervisor and workers.

• Lead and coordinate people and culture; performing personnel administration and general roles including:

  • Hiring and selection

  • Staff development, engagement and talent retention

  • Termination

  • Discipline

  • Performance Management

  • Attendance Management

  • Training and education

  • Other duties/responsibilities as assigned

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• Ensures Departmental workloads and labor productivity meets maintenance targets

• Overseeing the effectiveness of Operator Level Maintenance (daily rounds) and Preventive or Demand Maintenance that is assigned to reporting team

• Modifying and coordinating work assignments, schedules and processes, triaging critical events and responses

• Implementing and updating maintenance schedules and inventories using a computerized maintenance and asset management system; develops metrics for quality improvements

• Coordinate the development of programs for repair and replacement of fixtures including obtaining/directing delegation of quotes from contractors or suppliers and supervising contractors to ensure work is complete to specifications.

• Responsible for annual budget submissions for an assigned area, monitoring expenditures for adherence to budget levels and for maintaining a comprehensive Preventative Maintenance Plan.

• Support the management team in the development and achievement of operational objectives

• Monitor project milestones and performance metrics in relation to deliverables and established targets and coordinates updates and communications for site staff

• Assists in managing day to day operational impacts and tactical aspects of multiple projects/stakeholders/coordination of capital or special maintenance/upgrade projects.

• Assists in the development of Business Continuity Plans and Emergency Response Plans

• Guides administrative support staff priorities and reporting practices related to the facilities management and operational coordination

• Review and approve invoices in comparison to scopes/quotes, and coordinates follow up or payment processing

• Coordinates supply chain service supports, initiates shopping carts and purchase order completion/issuance

• Establishes priorities/critical deliverables and progressive response frameworks for direct reports that take into account operational impacts and critical pathways for success; categorizing and triaging work requests to escalate urgent items as required

• Tracks and monitors approved capital improvement and maintenance programs; as well as identifies new capital project plans for consideration and review for all buildings, grounds, units, and facilities within the NMHO portfolio,

• Ensures that building maintenance and capital projects of all NMHO residences are performed according to lead practices in long term maintenance strategies and in accordance with the established replacement reserve and capital plans for each site as well as adherence to requirements under the Residential Tenancy Act

• Supports cohesive stakeholder alignment on all areas of project management, maintenance, and repair requirements that impact the housing department assets and populations served, including oversight of building custodial service levels.

• Supports establishment and monitors contracts and service levels with both internal and external services providers, i.e. rubbish removal, integrated pest management services, bio-hazard clean up services, etc.

• Oversees planned or purchased equipment, appliances, supplies and services.

• Coordinates the work order request process by liaising with RMs and REFM; reviewing submitted work orders to ensure appropriate inventory levels are maintained and to accurately track all equipment / appliance replacements and locations and to support the accurate allocation of budgets

• Reviews product specifications and advises on changes/modifications and any additional information required to safeguard and preserve the asset base of the portfolio.

• Researches, evaluates, and recommends products and suppliers appropriate to support the NMHO team and portfolio needs, as well as those identified as required or of interest to supervisory and management staff and placing orders with suppliers.

• Initiates purchase orders, shopping carts, coordinating POs, and ensures compliance with the City’s Procurement Policy.

• Liaises with REFM in the preparation and evaluation of Requests for Proposals and Requests for Quotations in consultation with supervisory and management staff, and as required the City of Vancouver Supply Chain Management staff, when appropriate.

• Liaises with REFM leads to engage contractors and materials specific to super structures, domestic water systems, fire suppression systems, utility systems, and HVAC systems for the NMHO portfolio

• Acts as point of contact for all service contracts and overseeing contracts to ensure service level agreements and terms are established

• Liaises with OH&S / REFM leads to ensure compliancy with regulatory requirements relating to health, sanitation, and safety related risks.

• Liaises with REFM leads to ensure health and sanitary conditions of the NMHO portfolio are tracked, addressed, and completed.

• Responsible for all areas of building maintenance of the NMHO residences, including plumbing, electrical, carpeting, flooring, painting, dry walling, janitorial, and landscaping, etc..

• Effectively communicates to REFM on required maintenance support needs that ensure appropriate utilization of REFM trades and NMHO staffing resources.

• Supports the needs of the tenant populations served when liaising with stakeholders

• Works with the NMHO Director, Manager, and RMs to assess and determine portfolio needs that assist operational and capital plans and purchases.

• Supervises and directs the operational and capital project management requirements for the NMHO portfolio through the following:

  • Supports and informs REFM’s long-term capital planning of NMHO portfolio of revenue producing and subsidized properties and premises with varying life cycle expectations.   

  • Monitors the progress of the work related to budget, schedule, program of requirements, including the City’s sustainability policies, quality and completeness; identify problems; evaluates alternative approaches.

  • Coordinates with REFM the supervision of contracts and authorizes payment for work; performing quality control inspections to ensure adherence to scopes of work, contract specifications, and BC Building standards.

  • Works with site staff, REFM, and contractors to diagnose and repair a variety of complex maintenance problems.

• Assists in implementation of fire, building safety, and earthquake plans and procedures.

• Coordinate Fire Safety Plan Inspections, Training and support with CPS.  Coordinate NMHO Fire Drill documentation. 

• Act as Fire Safety Director for all NMHO buildings

• Oversees the delivery of janitorial and preventative maintenance schedules / services by REFM, residence managers, and maintenance contractors.

• Works with REFM to ensure coordination of construction and maintenance services to minimize impact upon residences/tenants.

• Coordinates annual and cyclical inspections of all buildings, units and facilities.

• Prepares reports and dashboards which outline unit vacancies, unit turnover data, work request progress reports, and budget projections and expenditures to monitor service delivery levels and performance.

• Provides guidance to the RMs and site staff to update work request and rent roll statuses and supports management led initiatives, which ensure that staff have adequate resources and supports to perform necessary duties in accordance with job duties.

• Determines interior and exterior improvements, security and signage needs, develops project scope as required, coordinates with REFM, City Protective Services, vendors, and contractors to ensure appropriate and timely installation.

• Directs facility and space usage planning; advises administration on the application of City and NMHO policies, regulations, and standards relating to the management of physical assets.

• Develops and implements systems and processes to establish and maintain records for the business unit.

• Establishes and maintains effective relationships with interdepartmental leads, tenants, and stakeholders; promotes NMHO’s mandate and values through the preservation of strategic business partnerships.

• Participates in professional associations, conferences, workshops and meetings to maintain currency in the field of purchasing, property and asset management, and facilities maintenance.

• Acts as support and resource for managers and director as required.

• Responds and coordinates appropriate servicing supports to address critical events; guides site staff, contractors, and inter-departmental leads on background, next steps, and regulatory considerations

• Rotating after hours on-call duty to support critical incident response mechanisms

• Participates in training and professional development activities.

• Other duties as assigned.

Minimum Qualification Requirements

Education and Experience:

A university degree in Engineering, Architecture, Business Administration, Business Operations Management, Purchasing Management, and / or a related discipline is required; or an equivalent combination of education, training and experience. Project Management Professional (PMP), Applied Science Technologies (AScT), Facility Management Professional (FMP) an asset.

Considerable years of property and asset management with supervisory experience. Previous experience working within a housing setting with strong knowledge of electrical, mechanical, HVAC, and structural systems; demonstrated leadership and managerial skills.  

Knowledge, Skills and Abilities:

• Knowledge of institutional and sustainable building design and construction practices.

• Knowledge of the Residential Tenancy Act.

• Knowledge of financial management methods including program costing, budget forecasting and monitoring of expenses.

• Knowledge of contract law, procurement guidelines and other regulatory/contract management best practices

• Thorough knowledge of current trends and industry best practices in areas of responsibility.

• Knowledge of construction planning, scoping, automation, mechanical or electrical systems necessary, building controls, fire systems, and security systems.

• Current knowledge of high-density housing settings / services, administration and management.

• Ability to self-regulate and work independently.

• Strong commitment to serving at risk populations; open, pragmatic and responsive to stakeholders and community.

• Analytical, problem solving and creative skills to identify repair solutions through progressive collaborations for unique situations.

• Excellent estimating, project management, administration and financial management skills.

• Excellent negotiating and communication skills both oral and written.

• Strong leadership ability with the skill to manage and motivate a diverse workforce in an unionized environment. 

• Working knowledge of Vancouver Building By-laws, zoning and related municipal legislation governing the work. 

• Strong relationship skills including the ability to deal tactfully with tenants and respond to requests efficiently.

• Technically proficient in planning and scheduling and exhibit excellent organizational skills.

• Ability to review, analyze and effectively critique building plans, specifications and contract documents.

• Ability to deal effectively with architects, engineers, contractors, City Departments and the general public to establish cooperative working relationships.

• Ability to lead coordination meetings and actively facilitate progress in order to achieve scheduled goals.

• Ability to work cooperatively with internal administration groups, and effectively interface with internal and external stakeholders to reach mutually acceptable terms and conditions.

• Demonstrated ability to manage the purchasing needs of a large business unit to effectively manage multiple projects and priorities at the same time.

• Demonstrated record of achieving strategic outcomes in a timely manner.

• Ability to manage concurrent unit level and facility maintenance issues (i.e., plumbing, electrical, carpeting, painting, dry walling, janitorial).

• Excellent risk management, conflict resolution and problem solving/facilitation skills; demonstrated business negotiation skills.

• Proficiency with MS Excel, MS Word, MS Project.

• Demonstrated level of professionalism and confidentiality with strong ethics.

• Knowledge of AutoCAD is considered an asset.

• Valid Class 5 Driver’s License

• Vulnerable Sector Criminal Records Check.

Business Unit/Department: Arts, Culture and Community Services (1200) 

Affiliation: Exempt 

Employment Type: Regular Full Time 

Position Start Date: June 2025

Salary Information: Pay Grade RNG-091: $111139 to $138924 per annum

Application Close: May 26, 2025

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous peoples, people of colour, 2SLGBTQ+ persons including all genders and persons with disabilities are encouraged to apply.  Accommodations will be provided upon request during the selection process. Learn more about our commitment to diversity and inclusion. 

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