MANAGER, FACILITY SERVICES

  • London Public Library
  • 251 Dundas St., London, ON, Canada
  • May 05, 2021
Any

Job Description

Library Space is Community Place! LPL strengthens people and neighbourhoods by creating connections that enrich lives, inspire discovery, foster creativity, and expand possibilities.

London Public Library, through its network of 16 branches located throughout the city, is a dynamic and innovative library system that provides accessible, relevant, high quality library services that make a difference in the lives of Londoners.  Located in the heart of southwestern Ontario at the midpoint between Windsor and Toronto, London has a population of more than 350,000 and is an ideal place to call home.
 
Join the Library team as our new Permanent Full Time:



MANAGER, FACILITY SERVICES


SUMMARY OF ACCOUNTABILITIES:

Reporting to the Director, Customer Services & Branch Operations, the is accountable for the management of London Public Library buildings, land/property, furniture and equipment, and vehicles.  The Manager, Facility Services Manager, Facility Services is accountable for developing and implementing facilities management solutions and providing oversight for the facilities infrastructure, daily operations, delivery and shipping/receiving functions. The Manager spearheads the capital lifecycle renewal process, manages renovations and participates in new branch construction projects.  

This position models leadership behaviours and actions consistent with London Public Library’s Purpose, Values and User First Service Model.


SPECIFIC DUTIES:

Leadership & Administration
  • Works with the CEO & Chief Librarian (CEO), Director, Customer Services & Branch Operations and Senior Management Team (Senior Team) to bring the LPL Purpose, User First Service Model and Strategic Plan to life.
  • Works closely with the Director and supports the Director in the effective management of Library operations.
  • Works with the Director and Senior Team on the development and monitoring of the Strategic Plan and budget, shaping the Library’s strategic directions to respond to current and future opportunities and challenges.
  • Facilitates and supports accurate and timely two-way communication amongst all departments and as required key external stakeholders.
  • Coaches, mentors and influences Senior Team members and colleagues in performance of duties, strategy, communications and leadership related to facilities management.
  • Models behaviours that demonstrate commitment to the Library’s Purpose and Values.
  • Builds collaborative and productive working relationships across the Library organization.
  • Attends, prepares and presents reports or participates in Library Board or City of London meetings, as required.

Strategic Plan Initiatives - Project Management
  • As part of Senior Team, works to collaboratively identify and implement annual project priorities and budgets in direct alignment with the Strategic Plan.
  • Acts as Project Sponsor or Manager on identified Strategic Initiative Projects.
  • As sponsor or manager, spearheads creation of project plan, execution of plan, collaborates and communicates with key stakeholders, and reviews of outcomes and results.
  • Participates on LPL cross-functional project teams to lend skills, competence and knowledge. Supports Directors, Managers and Supervisors.
 
Operations Management
  • Provides leadership for the LPL Facilities Management Strategy including policies, procedures, processes and personnel management.
  • Collaborates in the development, implementation and ongoing use of the LPL Quality Improvement Strategy and Plan to meet quality service standards.
  • Leads the lifecycle maintenance plan for the Central Library and branch libraries, including all related building components (e.g. roofs) equipment, mechanical, electrical, plumbing and sewage/septic systems. Oversees cleaning, repairs, preventative maintenance and upgrading.
  • Directs and oversees the Facilities Services Supervisor in coordinating and planning the maintenance schedule for all Library facilities.
  • Leads LPL Energy Management Strategy integrating energy efficiency into LPL systems and processes. Manages LPL building controls.
  • Manages the Library’s delivery system, supporting Customer Services & Branch Operations daily operations, and specific outreach services such as the Visiting Library Services and Library Road Show. 
  • Collaborates with the City of London to manage LPL’s fleet of vehicles.
  • Develops business plans and financial estimates for labour, contractor and material costs for any Library repairs.  Prepares specifications for special contract items.
  • Inspects remodeling and repair work in progress for quality of workmanship and compliance with specifications.
  • Supervises the maintenance of records and reports on work performed.

Construction / Capital Projects
  • Manages LPL’s annual and 10 year Capital Renewal / Revitalization Plan.
  • Develops business plans and financial estimates for labour, contractor and material costs for capital construction projects.  Collaborates to prepare construction specifications.
  • Provides input into plans, reviews plans and specifications and makes recommendations as to maintenance and operation of facilities prior to and during construction.
  • Monitors construction projects to ensure that procedures, materials and equipment comply with approved project plans, specifications and samples, Library standards and quality expectations.
  • Oversees documentation of construction progress to include schedules, delays, changes, payments, and other events affecting the project, in collaboration with the Senior Director.
  • Participates in LPL Technical Team for new construction and renovations. Liaises with architects, contractors, project managers, and consultants during construction projects to resolve field problems, and to maintain project schedule and budget; attends pre-bid conferences on all projects.
  • Provides relevant communications within the Library for all project-related service interruptions in order to minimize conflicts and avoid construction delays.
  • Reviews blueprints and specifications for contractors to ensure compliance with construction plans and specifications and obtains additional information from the project architect when necessary; recommends changes to documents for ease of construction.
  • Maintains liaison with contractors, architects and Library decision makers to discuss modifications and solutions to project problems; monitors and documents change orders from initiation to completion of construction and payment.

Legislation and Standards
  • Ensures compliance with government (federal, provincial and municipal) legislation, such as building codes, and standards, such as the Built Environment Standard of the Accessibility for Ontarians with Disabilities Act.
  • Develops and updates associated policies and procedures.
  • Participates in the Joint Occupational Health & Safety Committee.
  • Works with the Senior Team and Joint Occupational Health & Safety Committee to ensure that Occupational Health & Safety Standards are met across all departments/locations.
  • Ensure that staff and contractors are certified to perform the work and meet legislated requirements and standards.

Risk Management
  • Manages risk assessment processes for facilities management, which encompasses objectives, key business risks, dimensions of risk, and risk avoidance, control or management procedures and strategies.
  • Directs team to develop quality standards/protocols and policies for the management of all Library facilities.
  • Manages the collection and analysis of statistics used to measure facilities-related performance and implements improvement action plans for areas of deficiency.
  • Ensures safety relations, practices, procedures and programs are developed, monitored, improved and communicated to staff.
  • Investigates accidents in assigned operations, makes recommendations and ensures corrective action is taken.
  • Ensures appropriate investigation and resolution of emergency situations.

 Financial Management
  • Works in conjunction with the Director, Customer Services & Branch Operations and Director, Financial Services to set annual and 10 year capital and operating budgets and to set expenditure priorities  
  • Collaborates with other members of Senior Team and City of London to procure goods and services through Requests for Proposal and other processes. Obtains bids for work from outside contractors.
  • Responsible for procurement of goods such as building and maintenance supplies, machinery, equipment, and furniture. Responsible for procurement of utilities or operation of utility systems.
  • Ensures that information about library buildings/structures and associated equipment provided to the Director, Financial Services, for the LPL tangible capital asset inventory is up-to-date and accurate.
  • Monitors actual revenue and expenditure against budget, ensuring that expenses are controlled; advises CEO, Director, Customer Services & Branch Operations and Director, Financial Services of any variances and ensures that plans are developed to address negative variances.
  • Ensures that budget targets are met at the end of the year.

Team Leadership
  • Creates a team environment which fosters and develops high performance and effective working relationships. Acts as a change agent to positively encourage others and manage change.
  • Builds support for Library Purpose, Values and departmental goals/objectives by communicating expectations and rationale and by monitoring and measuring work and outcomes.  Looks for daily opportunities to highlight the connection between overall strategy and day-to-day operational activities.
  • Supervises Facilities Services Department employees, by directing the work and overseeing the quality and standard of work performed by direct reports.
  • Continually looks for opportunities to improve and maximize the efficiency and effectiveness of the Facilities Department.
  • Manages and supports employee performance and development by:
  • Providing consistent communication, feedback, coaching and empowerment;
  • Working with employees to address/resolve performance issues;
  • Documenting performance and conducting performance appraisals for direct reports.
  • Creating development plans to build core competencies and personal effectiveness.
  • Working in collaboration with the Manager, Training & Development to ensure that there is a training model in place for the department and that employees participate in training.
  • Builds teamwork and team effectiveness.
  • Celebrates department by taking opportunities to express positive expectations and feedback on an individual basis and through team celebrations; share successes with other parts of the organization as appropriate.

Human Resources Management
  • Hires, promotes and transfers employees; disciplines, demotes and discharges staff.
  • Collaborates in the development and system-wide application of the institution's employee relations policies; ensures that such policies are applied.
  • Participates in joint union-management committees and collective bargaining process as assigned by CEO.
  • Keeps current on the provisions and interpretations of Library Board policy and the Collective Agreement and ensures that they are properly applied.
  • Performs the duties required of a supervisor under the Occupational Health and Safety Act and Regulations.

Other
  • Keeps current in the area of Facility Management through continuing education, attendance at conferences and workshops, participation in professional associations, and by reading professional literature to enable LPL to be an early adapter of key and appropriate ideas, programs and processes.

Performs other related duties as assigned.

QUALIFICATIONS:

Successful completion of a minimum three year Community College program in a related field, along with such valid Trades and Occupational Certificates as the specific position requires.

Demonstrated success in project management, with excellent organization skills and the ability to effectively prioritize projects and initiatives. Project Management Certification is desirable.
 
Five (5) years facility management experience in the areas of preventative maintenance, renovation/construction and project management.

Three (3) years demonstrated management/supervisory experience. Experience in a unionized environment is preferred.

Proven success in developing, monitoring and controlling operational and capital budgets.

Working knowledge of the Occupational Health & Safety Act, WHMIS, Electrical Safety Act; Maintenance Management Systems and Building Automated Control Systems.

Proven track record of implementing continuous improvement.

Demonstrated ability to work independently and collaboratively in a team environment.

Exceptional oral and written communication skills.
 
Valid driver’s license.

Excellent computer skills with proficiency in office and facility/project management applications.




Salary Range: $82,575.00 - $105,323.00

This is an Excluded position from the Bargaining unit.

Candidates are requested to submit a detailed resume outlining experience and qualifications by May 24, 2021 to: human.resources@lpl.ca
Please visit our website at: http://www.londonpubliclibrary.ca/
No phone calls please.

The London Public Library will provide accommodation to applicants with disabilities in its recruitment processes upon request consistent with the Ontario Human Rights Code and the AODA regulations.

Applicants for employment, who have been provided with a conditional offer of employment will be asked to provide, at his or her own expense, a satisfactory Police Vulnerable Sector Check and/or Police Information Check, as applicable.

While we appreciate all applications received, only those invited for an interview will be acknowledged. Any personal information submitted will be managed in accordance with the requirements of the Municipal Freedom of Information and Protection of Privacy Act and will be used only to determine eligibility for employment.
We are an equal opportunity employer.