Facilities Operations & Projects Supervisor

Reports to: Director of Finance (DoF)

Location: This is an in-person, multi-site position based at 77 Mary Street in Pembroke and requires regular travel between FCSRC locations throughout Renfrew County.

Status: Full-time, permanent

Hours: Regular business hours, with flexibility to respond to urgent facilities, security or weather-related issues outside normal working hours, as required.

Position Summary

Reporting to the Director of Finance, the Facilities Operations & Projects Supervisor is responsible for the safe, effective and cost-efficient operation of all Family and Children’s Services of Renfrew County (FCSRC) buildings, grounds, physical assets and related services.

The position provides hands-on general maintenance and repairs and oversees external contractors when specialized expertise is required. The position develops and maintains site-specific preventative maintenance plans; coordinates facility projects, capital improvements, janitorial and grounds services; supports organizational emergency preparedness and security; administers facilities-related procurement and contracts; and maintains an accurate inventory of organizational furniture, equipment and other physical assets.

The position also supports FCSRC’s evolving infrastructure needs, including facility improvements, renovations, space planning, property transitions, and the development or occupancy of new service locations. Through this work, the Facilities Operations & Projects Supervisor helps ensure FCSRC facilities remain secure, accessible, functional, welcoming and responsive to the needs of children, families, individuals, staff and community partners.

Key Responsibilities

Facilities and Grounds Operations

- Coordinate the ongoing operation, maintenance and repair of all FCSRC-owned, leased or occupied buildings and grounds.
- Regularly inspect each site to identify maintenance requirements, safety concerns, accessibility barriers and opportunities for improvement.

- Complete general handyman work and minor repairs within the position’s training, and the individuals qualifications and authorized scope, including basic carpentry, painting, furniture assembly and relocation, minor plumbing repairs, fixture replacement and other routine maintenance.
- Coordinate facilities-related matters affecting tenants, community partners and other authorized building users, including communication, building access, maintenance requirements, service disruptions, safety requirements and shared-space expectations.
- Determine when work requires a licensed, certified or specialized contractor and arrange for the appropriate services.
- Coordinate seasonal grounds maintenance, snow and ice removal, landscaping, parking areas, entrances, walkways and exterior building conditions.
- Establish systems for receiving, prioritizing, tracking and completing facilities-related service requests.
- Maintain accurate records of inspections, maintenance, repairs, warranties, service agreements, permits and completed work.
- Coordinate after-hours response to urgent building, utility, weather, security or facilities-related issues as required.

Preventative Maintenance

- Develop, implement and maintain a comprehensive preventative maintenance plan for each FCSRC location.
- Establish maintenance schedules for building systems and equipment, including HVAC, plumbing, electrical, roofing, generators, elevators or lifts, fire protection systems, security systems and other infrastructure.
- Monitor upcoming inspections, testing, servicing and renewal requirements.
- Maintain a centralized schedule of equipment life cycles, warranties, service requirements and anticipated replacement dates.
- Identify deferred maintenance, emerging risks and future capital requirements and provide recommendations to senior leadership.
- Support the development of annual and multi-year facilities and capital plans.

Contractor and Contract Management

- Source, evaluate, engage and oversee qualified contractors and service providers.
- Develop scopes of work, service specifications and performance expectations for facilities-related contracts.
- Coordinate access to FCSRC locations and ensure contractor activities minimize disruption to services.
- Confirm contractors have appropriate qualifications, insurance, WSIB clearance and other required documentation before work begins.
- Monitor contractor performance, service quality, timelines, safety practices and compliance with contractual requirements.
- Review completed work and invoices and address deficiencies or performance concerns.
- Maintain an organized record of contracts, renewals, pricing, insurance, warranties and contractor performance.
- Develop and maintain positive working relationships with landlords, municipal officials, utilities, emergency services, inspectors, contractors and other external partners.

Procurement and Purchasing

- Coordinate procurement processes for facilities and operational services, including snow removal, grounds maintenance, janitorial services, HVAC, security, building repairs and other contracted services.
- Prepare requests for quotations, requests for proposals, tender documents, evaluation criteria and procurement recommendations in accordance with FCSRC policies and applicable Broader Public Sector procurement directives and requirements.
- Evaluate submissions, document procurement and award decisions, and negotiate or administer contracts within the position’s authorized scope.
- Source and purchase approved office and operational supplies, furniture, equipment and other organizational goods, excluding information technology unless otherwise assigned.
- Coordinate approved purchases made in support of programs and children, families and individuals served by FCSRC, as required.
- Seek competitive pricing and recommend solutions that balance cost, quality, safety, service continuity and long-term value while identifying opportunities to standardize purchasing and achieve organizational efficiencies.
- Maintain appropriate procurement and purchasing documentation, including approvals, quotations, RFPs and submissions, evaluation records, award decisions, contracts, contractor performance records and invoices.
- Work collaboratively with Finance to ensure appropriate coding, authorization and reconciliation of purchases.

Office and Operational Supplies

- Establish and maintain standardized minimum and maximum inventory levels for commonly used office, janitorial, safety and operational supplies at each location.
- Monitor inventory and coordinate timely replenishment to avoid shortages and unnecessary overstocking.
- Consolidate purchasing where appropriate to obtain consistent quality and competitive pricing.
- Coordinate the receipt, storage and distribution of supplies across FCSRC locations.




- Monitor supply expenditures and identify opportunities to reduce waste and improve consistency and efficiency.

Asset Management

- Develop and maintain a comprehensive inventory of FCSRC’s physical assets, including furniture, appliances, equipment, tools and other assigned items.
- Implement and administer an asset-tagging and tracking system.
- Record asset descriptions, locations, condition, acquisition information, warranty details, manuals, maintenance history and expected useful life.
- Coordinate periodic physical inventory verification and reconciliation.
- Support decisions regarding asset repair, redeployment, replacement, disposal or surplus.
- Ensure asset disposal is documented and completed securely, safely and in an environmentally responsible manner, in accordance with organizational policy and applicable requirements.
- Support furniture, equipment and asset planning associated with renovations, relocations, new service locations and changing operational needs.
- Coordinate records, servicing, inspections, maintenance, purchasing and disposal of organizational vehicles or other mobile equipment, if assigned.

Janitorial Services and Infection Prevention and Control

- Coordinate and monitor janitorial and sanitation services, whether delivered through external contracts or assigned employees.
- Establish cleaning schedules, service standards and inspection processes appropriate to the use of each site.
- Ensure facilities are maintained to high standards of cleanliness, sanitation and infection prevention and control. Coordinate enhanced cleaning or disinfection responses when required.
- Monitor service quality, investigate concerns and ensure deficiencies are corrected promptly.
- Ensure cleaning products, equipment and practices are safely selected, stored and used.
- Maintain required Safety Data Sheets and support compliance with WHMIS requirements.
- Monitor washroom, kitchen, waste management, recycling and pest-control services.
- Coordinate the delivery of facilities support services, whether provided internally or externally, including scheduling, work direction, training, service standards, performance monitoring and follow-up, as applicable.

Emergency Management and Preparedness

- Coordinate the development, implementation, testing and regular review of site-specific emergency preparedness and response plans.
- Maintain emergency procedures for fire, evacuation, lockdown, secure-site response, severe weather, utility interruptions, medical emergencies and other identified risks.
- Plan, coordinate and document fire drills, evacuation exercises and practice exercises for other organizational emergency codes and procedures.
- Ensure emergency roles, designated assembly areas, evacuation routes and staff responsibilities are clearly identified and communicated.
- Coordinate appropriate training and orientation for staff assigned responsibilities under FCSRC’s emergency preparedness and response plans.
- Maintain emergency supplies, first aid equipment, automated external defibrillators, evacuation supports and other assigned emergency resources.
- Work with organizational leadership to support business continuity planning and the restoration of safe operations following an emergency or service disruption.
- Liaise with fire departments, police, emergency management officials, landlords, tenants, and other authorities as required.
- Document drills and incidents, identify lessons learned and coordinate corrective action.

Safety, Security, and Access Control

- Coordinate the physical security of FCSRC buildings, grounds, staff, visitors and assets, including after-hours security response.
- Administer physical access systems, keys, fobs, alarm codes and related access records in collaboration with Information Technology (IT) and other designated leads.
- Coordinate security alarms, cameras, panic devices, lighting and other physical security systems.
- Complete or support site security assessments and recommend improvements.
- Respond to security concerns and coordinate repairs, investigations or follow-up within the scope of the position.
- Support the development and implementation of procedures related to visitor access, restricted areas, staff safety and after-hours building access and security.
- Work collaboratively with senior leaders, the Joint Health and Safety Committee (JHSC), and other departments and teams as required on identified safety and security risks.

Facility Projects, Planning and Organizational Infrastructure

- Coordinate approved facility projects from planning through completion, including project scope, schedules, budgets, contractors, risks, service continuity, implementation and project close-out.
- Support facility renovations, expansions, relocations, consolidations and the establishment of new service locations as required.
- Coordinate needs assessments, functional planning, space utilization, accessibility reviews, furniture and equipment planning, budgeting and implementation.
- Participate in meetings with consultants, architects, engineers, contractors, landlords and other project partners, as assigned.
- Help coordinate project schedules, site access, service continuity, deficiencies, commissioning, occupancy readiness and move-related activities.
- Maintain complete, accurate, organized and accessible records related to facilities and equipment, building plans and drawings, maintenance and repairs, inspections and permits, manuals and warranties, procurement and contracts, invoices, facility projects and insurance claims in accordance with FCSRC’s records-retention policies and applicable legal, regulatory and contractual requirements.
- Support condition assessments and due diligence associated with organizational properties.
- Provide practical and operational advice regarding the long-term use, maintenance and sustainability of FCSRC facilities.
- Ensure facility changes support safe, accessible, trauma-informed and welcoming service environments.
- Monitor energy and utility consumption and identify opportunities to improve energy efficiency, reduce operating costs and support environmentally responsible facility operations.
- Coordinate waste reduction, recycling and other sustainability initiatives across FCSRC locations.
- Support facility audits and upgrades involving lighting, building controls, insulation, HVAC and other high-efficiency systems.

Budget and Financial Accountability

- Develop an annual facilities, grounds, janitorial,



security and preventative maintenance budget for review and approval.
- Administer the approved budget and monitor expenditures, commitments and variances.
- Forecast routine maintenance, major repairs, equipment replacements and capital requirements.
- Review invoices against completion of approved work, contracts and purchase orders before recommending payment.
- Provide regular budget and operational updates to the DoF and Senior Leadership Team.
- Identify emerging pressures and obtain appropriate authorization before committing funds beyond approved limits.
- Seek opportunities to reduce utility consumption, operating costs and environmental impacts.
- Support the planning, budgeting and implementation of approved capital repairs, replacements and facility improvement projects.
- Monitor project budgets, timelines, deliverables and deficiencies and provide concise updates and recommendations to the DoF and Senior Leadership Team regarding facility conditions, emerging risks, capital requirements, regulatory matters and opportunities for improvement.

Health, Safety, Accessibility and Compliance

- Conduct work in accordance with FCSRC policies, applicable legislation, professional standards and recognized safe practices.
- Identify and promptly address or escalate facilities-related health and safety hazards.
- Participate in workplace inspections, risk assessments, incident reviews and corrective-action planning.
- Work collaboratively with the Joint Health and Safety Committee and organizational leaders.
- Ensure contractors understand and comply with applicable site safety, confidentiality, access and infection-control requirements.
- Support the accessibility of facilities, entrances, parking areas, paths of travel, furnishings and public-facing spaces.
- Monitor required inspections, certificates, licenses, permits and compliance documentation.
- Maintain current knowledge of legislation and standards affecting facility operations, including, where applicable:

- Occupational Health and Safety Act and its regulations
- Workplace Safety and Insurance Act and WSIB contractor-clearance requirements
- Accessibility for Ontarians with Disabilities Act (AODA) and the Integrated Accessibility Standards Regulation
- Fire Protection and Prevention Act and Ontario Fire Code
- Building Code Act and Ontario Building Code
- Electricity Act and Ontario Electrical Safety Code
- Technical Standards and Safety Act and applicable regulations
- Environmental Protection Act
- Workplace Hazardous Materials Information System requirements
- Municipal property standards, building, fire, parking, waste and other applicable bylaws
- Applicable public health and infection prevention and control guidance
- Applicable procurement requirements, organizational policies and contractual obligations

Education and Experience

- Post-secondary diploma or certificate in facilities management, building systems, construction, property management, skilled trades, business administration, procurement, occupational health and safety or a related field.
- A combination of relevant education, certifications and substantial practical experience may be considered.
- Minimum three to five years of progressively responsible experience in facilities, property, building operations or a related role.
- Demonstrated experience coordinating multiple buildings or locations.
- Demonstrated experience completing general building maintenance and minor repairs.
- Experience sourcing and managing contractors and service providers.
- Experience preparing procurement documents, obtaining quotations or administering competitive procurement processes.
- Experience developing or administering operating and preventative maintenance budgets.
- Experience with emergency preparedness, fire safety, physical security or business continuity planning.
- Experience maintaining asset inventories and preventative maintenance systems.
- Experience in a public, broader public sector, health, social services or not-for-profit environment is considered an asset.
- Demonstrated experience coordinating facility improvement, construction, renovation, relocation or occupancy projects is considered an asset.
- Supervisory or team-lead experience is considered an asset.

Knowledge and Skills

- Sound practical knowledge of building systems, preventative maintenance and general repair practices.
- Ability to assess maintenance concerns and determine when licensed or specialized services are required.
- Strong project, contract, procurement and vendor-management skills.
- Demonstrated ability to prepare scopes of work, compare bids and monitor service performance.
- Sound budgeting, forecasting, recordkeeping and financial-management skills.
- Knowledge of workplace health and safety, accessibility, fire safety and facilities-related compliance obligations.
- Knowledge of infection prevention and control practices relevant to community and office environments.
- Strong organizational skills and the ability to manage multiple sites, priorities, deadlines and urgent requests.
- Strong judgment, initiative, problem-solving and decision-making skills.
- Ability to establish practical systems and maintain accurate documentation.
- Strong interpersonal and communication skills, including the ability to work effectively with staff, leadership, contractors, inspectors and community partners.
- Ability to exercise discretion and maintain confidentiality when working in sensitive service environments.
- Ability to use Microsoft 365, Excel, and electronic systems for work orders, inventories, purchasing, budgets, scheduling and document management.
- Ability to communicate in both English and French is considered an asset.

Required Certifications and Conditions of Employment

- Valid Ontario driver’s license and access to a reliable vehicle, and insurance as required.
- Satisfactory vulnerable sector check or other background screening required by FCSRC.
- Standard First Aid and CPR certification, or willingness to obtain.
- WHMIS certification, or willingness to obtain.
- Joint Health and Safety Committee certification is considered an asset.
- Certified Fire and Life Safety Educator, fire warden training, emergency management training or equivalent experience is considered an asset.
- Facilities Management Professional, Certified Facility Manager, Building Environmental Systems certification or comparable designation is considered an asset.
- Procurement or contract-management training is considered an asset.
- Ability to perform the physical requirements of the position safely, including regular walking, bending, reaching, climbing stairs and ladders, working indoors and outdoors, and lifting or moving moderately heavy materials and equipment with appropriate assistance.
- Ability to travel throughout Renfrew County and respond to urgent facilities matters outside regular working hours when necessary.

📌 Facilities Operations & Projects Supervisor (Pembroke)
🏢 Family u0026 Children Services
📍 Pembroke