Manager, Mailroom and Facilities
Professional Engineers Ontario
Location
British Columbia | Canada
Job description
Overview
As we move through a period of exciting transformation and organizational change, Professional Engineers Ontario (PEO) has an immediate opening for a Manager, Mailroom and Facilities .
Under the authority of the Professional Engineers Act , PEO licenses and governs over 91,500 licence and certificate holders and regulates the practice of professional engineering in Ontario. PEO’s mission is to regulate and advance the practice of engineering to protect the public interest. With a talented, multidisciplinary staff of over 100, PEO’s vision is to be a trusted leader in professional self-regulation.
Position Summary
The Manager, Mailroom and Facilities manages the PEO office facilities and mailroom, liaises with building management service providers, and manages the security card system. This role will lead the creation of documented processes, manage a team and ensure continuous improvement.
Responsibilities
Team Management
- Supervise and lead the facilities/mailroom team.
- Ensure the team members are carrying out their tasks efficiently and in accordance with established procedures.
- Continuously assess and report the departmental staffing changing needs as PEO’s needs are changing.
Vendor Management
- Select and manage vendors, contractors, and service providers in accordance with PEO’s procurement policies.
- Negotiate contracts and ensure services meet quality standards.
- Monitor vendor performance and address issues as they arise.
Financial and Budget Management
- Develop and manage facilities/mailroom budget and PEO capital budget.
- Identify and seek cost-effective solutions for PEO facilities/mailroom related expenses.
- Approve invoices and purchase orders.
- In collaboration with departmental heads, develop/enhance inventory tracking system to monitor the usage of office supplies and timely replenishment.
Operations
- Ensure cost effective maintenance and operation of PEO facilities and mailroom.
- Promote energy efficiency and waste reduction.
- Collaborate on PEO facilities related projects – renovation, upgrades, extensions, etc.
- Escalation point for facilities issues and parking enforcement.
- Conducting regular PEO facilities inspections, define inspection protocols and criteria, prepare reports on findings.
- Coordinate processing of incoming and outgoing mail in a timely manner
- Preparation of various documents and materials for internal departments such as Finance, Licensing and Registration.
- Continually evaluate the effectiveness of maintenance procedures and programs and make changes to improve quality, efficiency, and effectiveness.
- Own the PEO Facilities mailbox and implement service level agreements.
- Keep the parking registry up to date.
- Manage access card system including issuing of card and running reports as requested.
- Support the delivery of PEO meetings and events by performing set up and take down of event spaces.
- Assist with the creation and execution of floor and seating plans.
- Act as a member of the Health & Safety committee and take the lead on any action items.
- Responsible for fire warden program and acting as Chief Fire Warden
- Maintain inventory on all supplies and furniture.
- Be on-call after hours for facilities related emergencies/issues.
- Work on special projects as required.
Specialized Skills and Knowledge
Knowledge of:
Best practices in facilities management.
Skills and qualifications include:
- Post-secondary education and 5+ years’ facilities and mailroom supervision experience.
- Strong customer service orientation and a willingness to think outside of the box.
- Ability to operate and troubleshoot various office equipment including photocopier, postage meters, etc.
- Excellent interpersonal and communication skills to deal effectively with people and convey instructions clearly.
- Ability to work on minor maintenance or deficiencies within the office.
- Ability to lift up to 50 pounds safely and move and relocate office furniture.
If you are interested in this role, please apply by March 17, 2024.
At PEO, we recognize that our people are our best asset, including employees from diverse backgrounds and perspectives. We know life isn’t linear so there may be gaps or ‘nontraditional’ employment and we welcome applications from everyone. Accommodation is available upon request for candidates in all phases of the selection process.
Requirements:
Job tags
Salary
