Position Summary and Job Magnitude
The Facility Manager is accountable for the physical condition, safety, and operational reliability of assigned properties. This role ensures buildings are maintained to standard, compliant with regulatory requirements, and positioned to support resident experience, leasing execution, and asset performance. The Facility Manager leads day-to-day maintenance operations through Entrata, which serves as the system of record for work orders, inspections, asset records, vendor activity, and compliance documentation. All maintenance activity must be accurately logged, tracked, and auditable within the system. This role partners closely with General Managers, Leasing, and Facilities staff to support unit readiness, capital planning inputs, and consistent service delivery.
Essential Functions and Basic Duties
Asset & Building Performance
- Own the physical condition, safety, and functionality of assigned properties.
- Conduct regular inspections and condition assessments, documenting findings, risks, and corrective actions in Entrata.
- Identify emerging building lifecycle issues and escalate risks proactively.
- All physical assets are tagged with maintenance details logged to ensure optimal and timely
- preventive maintenance and long-term maintenance budgeting
Maintenance Operations & Execution
- Plan, prioritize, and oversee preventative and reactive maintenance activities using Entrata.
- Ensure work orders are properly logged, assigned, tracked, and closed with complete documentation (notes, photos, and completion details).
- Balance service responsiveness with quality, safety, and cost discipline.
Team Leadership & Daily Direction
- Provide day-to-day leadership, coaching, and direction to Facility Supervisors and
- maintenance staff.
- Reinforce consistent execution of maintenance workflows, safety standards, and
- system usage.
- Monitor workload distribution, response times, and execution quality.
- Implement team training to increase ability to perform cross-functional work across
- multiple facilities maintenance domains.
Vendor & Resource Management
- Manage third-party vendors and contractors, including scope definition, scheduling,
- and performance oversight.
- Work with building owners to manage RFP processes with maintenance and
- facilities contractors and negotiations of maintenance and service contracts.
- Review vendor work for quality, completeness, and adherence to approved scope
- before closeout.
- Ensure vendor activity is fully documented and auditable within Entrata.
Compliance, Safety & Risk Management
- Ensure compliance with health, safety, and regulatory requirements across assigned properties.
- Proactively identify hazards and enforce safe work practices.
- Maintain audit-ready safety, inspection, and compliance documentation.
- Cost Control & Operating Budget Management
- Manage maintenance-related operating expenses in alignment with approved budgets.
- Track actuals versus budget, identify variances, and implement cost-control measures without compromising safety or asset condition.
- Support the General Manager with clear, timely reporting on maintenance spend drivers.
Financial & Budget Management
- Identify capital repair and replacement needs through ongoing asset condition monitoring.
- Support capital planning by scoping projects, developing cost estimates, and providing technical input into capital budgets.
- Partner with Operations and Capital Projects teams to support execution of approved capital projects, ensuring work is delivered on scope, coordinated effectively, and documented appropriately in Entrata.
Cost Control & Operating Budget Management
- Manage maintenance-related operating expenses in alignment with approved budgets.
- Track actuals versus budget, identify variances, and implement cost-control measures without compromising safety or asset condition.
- Support the General Manager with clear, timely reporting on maintenance spend drivers.
Capital Planning & Project Support
- Identify capital repair and replacement needs through ongoing asset condition monitoring.
- Support capital planning by scoping projects, developing cost estimates, and providing technical input into capital budgets.
- Partner with Operations and Capital Projects teams to support execution of approved capital projects, ensuring work is delivered on scope, coordinated effectively, and documented appropriately in Entrata.
Operational Coordination & Reporting
- Coordinate closely with Leasing to support unit readiness, turnovers, and move-ins.
- Partner with Administrative and Operations teams to align maintenance execution
- with operational priorities.
- Use Entrata reporting to monitor performance trends and escalate resourcing or
- risk concerns.
Continuous Improvement & Standard Adoption
- Champion standardized maintenance processes, documentation practices, and
- system discipline.
- Identify opportunities to improve efficiency, response times, and asset lifecycle
- outcomes.
Systems & Tools Used
- Entrata - Property Management System supporting maintenance work orders, inspections, asset records, applications, lease execution/processing, and reporting
- Vendor management, safety, and compliance tools
Performance Measurements
Performance will be primarily measured in the following factors:
- Initiative
- Team-Work
- Customer Service
- Reliability
- Skill Development
- Quality of Work
- Adaptability & Flexibility
- Health & Safety Responsibilities
Qualifications
Education: Post-secondary education in Facilities Management, Building Operations, Engineering Technology, Property Management, Skilled Trades, or a related discipline is preferred.
Relevant professional certifications are considered an asset.
Skills/Abilities:
- Strong knowledge of building systems, preventative maintenance, and asset management.
- Understanding health, safety, and regulatory compliance requirements.
- Strong leadership, coaching, and team development skills.
- Effective verbal and written communication skills.
- Strong organizational, planning, and problem-solving abilities.
- Ability to manage multiple priorities in a fast-paced environment.
- Proficiency with Entrata, reporting tools, and Microsoft Office applications.
Experience Required:
- Minimum 5–8 years of progressive facilities or maintenance management experience.
- Experience in student housing, multi-residential, hospitality, or comparable real estate environments.
- Experience managing maintenance operations through Entrata or a comparable property management system.
- Experience leading maintenance teams and managing external vendors and contractors.
Success Measures & Key Performance Indicators (KPIs)
Maintenance Execution & Service Levels
- 90%+ of routine work orders are completed within established service-level targets.
- Emergency and safety-related issues are responded to and resolved within required timeframes.
Preventative Maintenance & Asset Care
- Scheduled preventative maintenance activities are completed as planned, with minimal deferrals.
- Recurring maintenance issues and unplanned equipment downtime are reduced over time.
Safety, Compliance & Risk Management
- Safety protocols are followed consistently, with incidents investigated and corrective actions documented.
- Compliance records, inspections, and certifications remain audit-ready at all times.
Cost Control & Vendor Effectiveness
- Maintenance operating expenses remain aligned with approved budgets, with variances clearly explained.
- Vendor performance meets quality, timeliness, and cost expectations.
Capital Project Support
- Capital projects are scoped accurately, supported effectively, and executed in coordination with Operations and Capital teams.
- Capital-related documentation and closeout records are complete and timely.
System Discipline & Reporting
- 95%+ of maintenance activity is accurately documented and closed in Entrata.
- Reporting is timely, accurate, and supports operational decision-making.
Working Conditions
Hours per Week: Scheduled 40 hours per week (may need to work more as required)
Indoor/ Outdoor: Indoor and some Outdoor
Level of Interruption: Moderate
Stress Level: Moderate overall stress level (Peak stress levels in May and September)
Travel Outside of Location: High (Travel will be a requirement of the role)
NOTE: This is a mobile role that will require travel across various properties. The successful candidate may be based out of either Waterloo or Ottawa, depending on operational needs and coverage requirements.
