Facilities & Business Services Manager

About Us:

Cassels Brock & Blackwell LLP is a leading national law firm focused on serving the transaction, advocacy and advisory needs of Canada’s most dynamic business sectors. We have one of the largest business law practices in the country, serving multinational, national and mid-market clients from our offices in Toronto, Vancouver and Calgary.

Our Culture:

At Cassels, our mission is to attract, retain and promote individuals of exceptional ability and talent from as broad a range of backgrounds as possible. We offer meaningful career opportunities, invest in professional growth, and foster an inclusive environment. Our Firm’s success is built on the unique skills, perspectives, experiences and values of each individual. We encourage a corporate culture that respects and celebrates the dignity, value and diversity of all.

Role Overview:

Our Vancouver office is actively seeking a seasoned Manager of Facilities & Business Services. Reporting to the Director of Facilities & Business Services, this 6-month fixed-term contract position offers the chance to make a significant impact. The ideal candidate should possess proven expertise in facilities management and business services, particularly within a professional services context.

The successful candidate will be responsible for:

• Participate in planning and forecasting of budgets and monitor actuals against budgets, raising any issues and cost reduction strategies with the Director of Facilities & Business Services. Provide forecasts and updates as changes occur.
• Collaborate with peers and other Office Service team members in the Toronto and Calgary offices to share best practices.
• Actively participate in projects as set out by the Director of Facilities & Business Services.
• Oversee the day-to-day operations of the facilities and business services departments, including prioritizing tasks for the department, ensuring appropriate staffing levels and equitable distribution of workload.
• Develop and standardize processes for all operations and business services areas.
• Identify, evaluate and implement efficiencies and improvements to existing and new processes and procedures and ensure team members are trained.

Facilities

• Ensure premises are always maintained and in good repair. Conduct regular inspections of the premises, oversee minor repairs and follow up with the premises team, building management and outside suppliers to correct deficiencies in a timely manner in accordance with safety and Firm standards.
• Manage and ensure vendors adhere to service level agreements. Work with the Director of Facilities & Business Services in recommending any vendor or service level changes.
• Monitor and manage any issues with building management, including but not limited to security, HVAC, electrical, and plumbing issues.
• Ensure inventory records of all furniture, equipment, and assets, including purchase dates, price, service repairs and product specifications are current and accurate. Identify and provide recommendations for disposition, repair, and purchase.
• Oversee all internal office moves, develop moving plans to ensure orderly execution and ensure resources are allocated (labour, materials) to complete the moves. Oversee any work performed by outsourced movers.

Supplies and Procurement

• Ensure competitive pricing from suppliers and research new suppliers, where appropriate.
• Oversee the inventory management of supplies to ensure efficient ordering processes and service levels are maintained.
• Develop national supply standards for processes, policies, and procurement.

Business Services

• Oversee the management of resources, directing and scheduling essential central services
• Identify and develop workflow efficiencies to ensure accurate and timely service.
• Recommend, develop, and implement processes to standardize services and ensure service levels are consistently maintained.

Vendor Management

• Liaise with Property Management on all building related matters and maintain good relations.
• Negotiate terms of contract and oversee work performed by vendors to ensure they adhere to the terms and service level agreements.
• Establish and maintain relationships with key vendors (cleaning, maintenance, supplies, couriers, security staff) and contractors (general contractors, furniture vendors, AC & electrical contractors) to ensure high quality service.
• Engage and consult external subject matter experts on project and non-standard work activity or services.

People Management

• Provide direction, coaching and development support of the teams to ensure they are engaged and capable of delivering on their accountabilities and meeting established service standards.
• Actively participate in recruitment, training and performance evaluation of the teams and make recommendations for staffing, where appropriate.

Health and Safety

• Manage the life safety program, evaluate, and develop safety procedures and policies.
• Oversee the annual building fire drill, train, and inform the Emergency Response Team and recruit volunteer members if needed.
• Ensure premises and equipment meets the required health & safety requirements and ensure monthly inspection and audit of premises is conducted.
• Ensure individuals within the facilities team have appropriate ergonomic training to provide in-house assessments.
• Active member of the Firm’s Health and Safety Committee.

The successful candidate must have the following education, experience and/or demonstrated skills:

• Certificate in Facilities Management an asset.
• Certified in First Aid and Health and Safety.
• Proficiency in Microsoft Office, with advanced Word, Excel, and Outlook skills.
• Solid experience with establishing and monitoring budgets, expenditures, and forecasting.
• Post-secondary education in Facilities Management or equivalent work experience to successfully complete the essential requirements of the role, preferably in a professional services environment.
• Exceptional verbal and written communication skills with the ability to communicate with all levels of the organization, including third parties.
• Leadership skills to inspire teams and colleagues.
• Solid project management skills and ability to work with minimal supervision.
• Strong analytical skills with the ability to provide and implement recommendations.
• 5 to 10 years of related management experience, directing staff to ensure timely achievement of departmental and organizational goals, within prescribed policies, procedures, and standard business practices.

Employment Type: 6 month fixed-term contract

What we offer:

• Well-stocked kitchen with healthy snacks, coffee, and more.
• Competitive compensation
• A culture that champions Diversity and Inclusion
• A business casual dress code (client/day specific).

Cassels is an equal opportunity employer with a strong commitment to diversity, inclusion, equity and an accessible environment. We encourage applications from all qualified individuals and will provide appropriate accommodation for candidates with disabilities or accessibility needs throughout the recruitment process, upon request. Please contact our recruiter for any questions, accommodations or specific requests.

We wish to thank all applicants for their interest, however, only candidates selected for interviews will be contacted. We regret that we are unable to respond to individual inquiries about application status, unless required for accommodation purposes.