Facilities and Improvements Manager

Are you passionate about creating safe and equitable communities, free from abuse? Do you believe in empowering women and children, breaking the cycle of domestic abuse? If so, the Kelowna Women’s Shelter (KWS) invites you to be a part of our mission-driven team.

About Us: At KWS, we are dedicated to empowering women and children and fostering a community where everyone feels safe and respected. Our values, rooted in feminism and integrity, guide everything we do.

Position Overview: The Facilities and Improvements Manager (FIM) is responsible for overseeing the efficient operation, maintenance, and enhancement of all facilities, ensuring a safe, comfortable, and functional environment for team members, participants, customers and visitors. This role involves managing building operations and grounds, implementing improvement projects, and overseeing routine and preventative maintenance activities. The FIM will ensure the facility is operated in a manner that is trauma-informed and violence-informed, prioritizing the creation of an environment that fosters safety, healing, and respect. This includes designing and maintaining spaces that support the emotional and psychological well-being of all occupants, with a focus on minimizing triggers and creating a sense of security.

The FIM will collaborate with leadership to develop and implement strategies for continuous improvement, sustainability, and compliance with safety and regulatory standards. They will also manage the facility's budget, supervise maintenance teams and external contractors, and ensure that the organization’s mission of providing a trauma and violence informed space is integrated into every aspect of facility operations and improvements.

Key Responsibilities:

·        Responsible for policy development for facilities ensuring best practices and aligning with strategic plan, legal and regulatory standards, and funding agreements, in consultation with Executive Director.

·        Maintain open and clear communication with KWS departments, keeping leadership informed about work orders and any potential disruptions.

·        Develops and manages facilities/maintenance budgets, and monitors expenses to ensure it is used effectively to meet facilities operation/maintenance goals and adjusts as needed. 

·        Follows financial controls and processes, compiles information and quotes, provides a summary statement with a recommendation and rationale for the Executive Director.

·        Implement and monitor safety and security protocols across all locations, coordinating with relevant team members to ensure a safe environment for individuals and their children, team members, and volunteers.

·        Ensure all facilities meet OH&S standards, conducting safety inspections and addressing any identified risks promptly.

·        Support emergency preparedness and response planning, including fire drills, equipment inspections, and emergency supply maintenance.

·        Active member of the Joint OHS Committee.

·        Accountable and responsible for ensuring software/platforms (eg. Arcori) used to manage work, scheduling, assets, and communication.

·        Continuously assess facilities management practices to identify opportunities for improvement. Recommend strategies to enhance efficiency and effectiveness in facility operations, team and service delivery enhancements, and participant safety, in consultation with the Executive Director and Director of Programs and Impact.

·        Responsible for overseeing the entire lifecycle of a department team member, from workforce planning, job descriptions, recruitment and onboarding, growth and development, performance management, career progression, and eventual offboarding or exit, ensuring successful, responsive practices that support department and organizational success.

·        Responsible for the operations and maintenance of all KWS facilities, ensuring timely completion of routine inspections and preventative maintenance.

·        Conduct regular facility assessments to identify and address maintenance needs proactively, ensuring facilities are safe and fully operational.

·        Coordinate with external contractors and vendors for specialized repairs, adhering to budget and KWS policies.

·        Ensure compliance with health, safety, and environmental regulations, maintaining documentation in line with Occupational Health and Safety (OH&S) guidelines.

·        Ensure timely repair and upkeep of building systems (HVAC, plumbing, electrical, etc.), coordinating with vendors and contractors as necessary.

·        Work in conjunction with the Executive Director to make recommendations and maintain approved budgets for facilities management.

·        Collaborate with the Finance team to ensure processes are in place, and all financial reconciliation requirements related to facility expenses are met.

·        Provide reports, risk mitigation, and information to the Executive Director as requested.

·        Responsible for scheduling and monitoring of the facilities team member.

·        Ensure all facility-related documentation, including maintenance logs, inspections, and compliance records, are accurate, timely, and confidential.

·        Maintain organized records of all facility maintenance, inspections, and safety assessments, meeting KWS, funder, and sector standards.

Required Competencies:

·        Strong Digital, Software, and Technological Literacy

Leadership and Team Management: Leading the team, managing schedules, and resolving conflicts. Including motivating team members and fostering a collaborative work environment

Critical Thinking, Decision Making and Problem Solving: Quickly addressing maintenance issues and making informed decisions during emergencies to ensure the safety and functionality of KWS facilities.

Technical Knowledge: Understanding of building systems, including HVAC, electrical, plumbing, and security systems. This knowledge is essential for overseeing repairs and maintenance

Project Management: Planning and executing maintenance projects, managing budgets, and ensuring projects are completed on time and within scope.

Attention to Detail: Ensuring compliance with safety regulations, maintaining accurate records, and overseeing inventory management.

Financial Management: Creating and managing budgets, making cost effective decisions, and ensuring financial resources are used efficiently.

Qualifications:

Essential:

• 3-5 years of relevant experience, including a minimum of 2 years’ facilities/project management experience 
• Strong project management skills with the ability to plan, prioritize and oversee facility repairs and maintenance projects
• Strong understanding of contract terms, vendor agreements, and service level requirements
• Experience in negotiating, reviewing, and managing contracts with third party service providers to ensure compliance, cost effectiveness and service quality
• Proven ability to oversee budgets for facility operations and project expenditures
• Experience with building management and maintenance software
• Interpersonal and relationship building skills including strong communication and leadership/teamwork skills 
• Ethics and values focused 
• Strong organizational skills with attention to detail 
• Ability to travel including a clean driver’s license and own vehicle 
•  

Preferred:

·        Experience working with OH&S Joint Committees 

·        Experience with and/or knowledge pertaining to relevant trades such as carpentry, plumbing, electrical, HVAC, etc. 

·        Familiarity with or willingness to learn trauma-violence informed practices to create a safe and supportive environment for all facility users.

Working Conditions:

·        May involve physical tasks, including inspecting facilities, lifting, carrying, and performing or overseeing maintenance tasks that require repetitive movements.

Hours of Work:

• Standard work week: Monday to Friday, 7.5 hours/day.

·        May be required to respond to urgent facility issues, including after-hours emergencies, which may disrupt typical work schedules.

Join Our Team: If you are ready to make a difference and be part of a supportive team dedicated to ending domestic abuse, we want to hear from you. Apply now to join KWS in creating a safer, more equitable future for all. Together, we can break the cycle of abuse.

How to Apply: Please submit your resume and cover letter highlighting your relevant experience. We thank all applicants for their interest, however, only those selected for an interview will be contacted.

We acknowledge that the Kelowna Women’s Shelter is located on the ancestral, traditional and unceded territory of the Syilx Okanagan Nation.

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