Job Overview
We are seeking a highly organized and experienced Facilities Officer to oversee the maintenance, management, and operational efficiency of our manufacturing and industrial facilities. The ideal candidate will possess strong leadership skills, technical expertise in mechanical and electrical systems, and experience in project management within industrial environments. This role is vital in ensuring the safety, functionality, and compliance of our facilities, supporting continuous operation and service excellence.
About Us
VHA Health & Home Support (www.vhaottawa.ca) is a not-for-profit, charitable organization that is committed to promoting personal well-being with cost-effective, high quality community-based health care services. Serving Ottawa since 1955, we are dedicated to our community, and determined to help ensure patients get the right service, at the right time and place to help them remain independent.
VHA is ‘Accredited with Exemplary Standing’ by Accreditation Canada, and is a preferred provider of personal support services of Ontario Health East. We value client-centred service, transparency, collaboration and accountability. We are not affiliated with VHA Home Healthcare based in Toronto.
About You
You are an experienced professional responsible for ensuring that buildings, equipment, and workplace environments operate safely, efficiently, and effectively. You are a highly organized, detail-oriented problem-solver. You are able to balance your technical knowledge and safety focus with effective communication and customer service excellence.
Responsibilities
1. Operational Management –
- Oversee day-to-day operations of all employee workplaces, ensuring cleanliness, accessibility, functionality and high maintenance standards. Identify repair needs, safety hazards and opportunities for improvement.
- Ensure preventative maintenance is conducted as required in owned premises, according to season (ie snow removal and landscaping) schedules and/or Reserve Fund Study(s).
- Ensure owned vehicles remain safe, operational and compliant with maintenance and regulatory requirements.
- Liaise effectively with landlords and property management on building-wide issues, leasehold improvement and shared amenity services to support staff and client safety.
- Manage mailroom operations and coordinate with courier services to ensure efficient and secure handling of incoming and outgoing packages and mail.
- Coordinate the set-up and break-down of meeting rooms and event spaces, ensuring all equipment (including AV) and other logistical requirements are met.
- Support the organization’s sustainability goals by identifying and implementing eco-friendly practices and green initiatives where possible and appropriate.
2. Safety Compliance
- Ensure adherence to health, safety and environmental regulations, maintaining up-to-date compliance documentation and promoting a culture of safety.
- conduct regular, thorough inspections of owned and leased properties to proactively identify safety hazards and opportunities for operational improvement.
- Work with contractor(s) to ensure regular inspection and replacement of fire safety equipment in all premises.
- Liaise with Ottawa Fire Service to oversee annual fire inspections of facility(s) (ie Pullen & Forestview).
- monitor and prevent pest management:
- Inspect owned and leased premises and outside areas at regular intervals and/or on request to detect signs of infestation. Initiate mitigation as needed.
- Work with contractors/ pest control to address infestations and provide advice on how to prevent pest infestation.
- participate in regular Health & Safety Committee meetings as a certified Health & Safety representative. Report regularly to management.
- Champion workplace wellness and ergonomic best practices, conducting assessments and supporting employee health, safety and comfort.
- Act as organizational back-up contact for WSIB claims and inquiries.
3. Procurement and Inventory Management
· Manage procurement of office, maintenance and janitorial supplies, furniture and equipment and PPE maintaining optimal inventory levels and cost-effective supplier relationships.
· Asset management & security – manage hard and soft assets including furniture, office supplies/ equipment, artwork and related.
· Direct and supervise external vendors and contractors, including contract negotiation, performance monitoring and invoice approval.
4. Security and Access Control
· Oversee security for leased and owned premises, manage access systems, issue keys and/or access cards, photo identification cards, parking space allocations and respond to security incidents.
· Set up and manage staff voicemail boxes. Ensure VM box switch occurs for After-Hours (TAS) staff (planned & unplanned).
5. Space Planning and Office Moves
· Coordinate office establishment and relocations, furniture reconfigurations and space utilization projects to minimize disruption to operations and maximize space utilization.
6. Emergency Preparedness
· Working with all aspects of the organization (ie IT, Service, Finance), develop and implement emergency response procedures and business continuity plans, including staff training and evacuation drills.
7. Staff Supervision & Coordination
· Supervise the Maintenance position and coordinate daily work assignments and priorities.
· Provide direction, guidance and support.
· Approve and monitor staff vacation requests, scheduling and attendance.
· Monitor work performance to ensure tasks are completed appropriately, safely and efficiently.
8. Administrative Functions
- Provide exceptional customer service to internal stakeholders (ie employees, clients and caregivers and visitors), addressing their facilities-related needs with professionalism and solutions-oriented mindset.
- Maintain an organized system of records, including maintenance logs, vendor contracts, compliance certifications, asset inventories and floor plans.
- Responsible for maintaining PPE and other stockpiles, employee identification cards, lease requirements and advising on updates.
- Assist in the development and management of the facilities annual operating budget, tracking expenditures and identifying potential cost-saving initiatives.
- Develop & maintain cooperative, effective contacts.
- Provide required program support and administration.
- Complete associated forms & reports to program and VHA standards.
- Other related duties as required.
Skills
- Strong project management skills with the ability to prioritize multiple tasks effectively
- Knowledge of industrial maintenance, and mechanical systems
- Proficiency in reading schematics, technical drawings, and control diagrams
- Leadership qualities with excellent communication skills in English to coordinate teams effectively; French language capacity preferred.
- Mechanical knowledge combined with electrical expertise to troubleshoot complex issues
- Ability to oversee projects from conception through completion while managing resources efficiently
- Strong understanding of safety standards, compliance requirements, and best practices in industrial environments.
Qualifications
Note: the majority of this position is required to work in the VHA office and/or at the various sites operated by VHA and its subsidiary entities. Work cannot be performed at home.
Mandatory:
1. College diploma/certificate in a relevant area.
2. In depth knowledge of Health & Safety regulations (ie OSHA) and experience implementing safety protocols and conducting risk assessments.
3. Ability to source goods and services, evaluate bids and negotiate favourable terms with suppliers.
4. Computer literacy; proficient in Microsoft Office Suite, particularly Excel for data tracking, Word for reports and Outlook for communication and scheduling.
5. Demonstrated ability to use sound judgment and effective organizational skills.
6. Proof of up-to-date adult immunizations as you will be meeting vulnerable patients/clients of the healthcare system.
7. Initiative, integrity, reliability and ability to work flexible hours (including occasional evenings and weekends as required).
8. Ability to work independently & collaboratively as a member of a multidisciplinary team.
Conditions of Employment
· Must possess and maintain a valid and permanent Canadian driver’s license for the duration of their employment in this position.
· Regular use of a reliable vehicle.
· Ability to lift, carry, push and/or pull a minimum of 20 kgs and maintain the physical demands of the position
· Clear Criminal Records check for the vulnerable sector.
Preferred
1. Bilingual (English/French).
2. Bachelor’s Degree in a relevant field (ie facilities management, property management or similar)
3. Current certification as a Health & Safety Representative
4. Demonstrated experience in a multi-site environment.
Only selected applicants will be contacted.
Pay: From $46.55 per hour
Benefits:
- Company pension
- Extended health care
- Mileage reimbursement
- On-site parking
- Paid time off
- RRSP match
Work Location: In person
