Intermediate Specialist, Integrated Facilities Management

Job title: Intermediate Specialist, Integrated Facilities Management

Company: University of Ottawa


Job description: Follow us onJob Type: EmployeeDuration in Months (for fixed-term jobs): N/AJob Family: Facilities Planning and Logistics# of Open Positions: 1Faculty/Service – Department: Facilities and PlanningCampus: Main CampusUnion Affiliation: SSUODate Posted: avril 24, 2025Applications must be received BEFORE: mai 05, 2025Hours per week: 35Salary Grade: SSUO Grade 10Salary Range: $77 637,00 – $98 070,00About the service: FacilitiesFacilities services are characterized by a dynamic and creative growing team where the winds of change are blowing, offering people like you opportunities to use your leadership and innovation skills to contribute to the achievement of their inspiring mission: to deliver best in class research infrastructure, reshape campus life and student experience, and provide a sustainable environment for students, researchers, teachers and community.uOttawa’s facilities encompass three main sites that are comprised of over 600,000 square meters of building space (over 6.4 million square feet), 42.5 hectares of grounds, 125 buildings and 4,500 beds in 11 residences. There are over 150 employees in Facilities, including Project Managers, Energy and Commissioning Specialists, Mechanical and Electrical Engineers, Architects, and space Planners. The facilities capital and operating expenditures are in the range of $100M for the University’s $2.0 billion assets under management. The 20-year Capital spending plan envisions $4.0 billion of new investment highlighted by uOttawa launch of project Top Shelf, a $300 million capital investment to build a new facility for the Faculty of Health Sciences at uOttawa’s River Campus, as well as a tower at the Roger Guidon campus to house uOttawa’s new Advanced Medical Research Center (AMRC).Position Purpose
The role is focused on supporting business intelligence initiatives that enhance the strategic operations of the Integrated Facilities Management (IFM) sector. IFM is responsible for overseeing custodial services, maintenance, repairs, and overall facility management across the campus. This includes managing classrooms, office spaces, residences, and sports facilities, with work carried out by both internal operations teams and third-party vendors. The incumbent will collaborate with key partners to identify operational needs and utilize business intelligence tools to improve decision-making and efficiency. By analyzing data and creating strategic solutions, the role plays a key part in optimizing processes, resource allocation, and service delivery within IFM.Finally, the incumbent provides support to the IFM management team to align the sector objectives and requirements.In this role, you will:

• Vendor and Service management: Assists the Facilities Manager in overseeing sector-specific contracts, such as custodial, maintenance, painting, and other necessary service agreements. This includes supporting performance reviews, ensuring compliance, and conducting data analysis. Ensures that vendor KPIs are properly documented and works with the Facilities Manager to identify service gaps, deficiencies, and opportunities for improvement. Reviews invoices for service accuracy, ensure alignment with contract terms, and confirm proper billing. Additionally, supports the Request for Proposal (RFP) process by assisting in documenting specifications, managing vendor relationships, and tracking vendor performance over time.
• Performance Monitoring, Quality Assurance & Data Analysis: Tracks and analyzes sector KPIs, vendor performance metrics, and survey results to support data-driven decision-making. Monitors vendor compliance with contractual KPIs, including APPA inspections, building audits, spot-checks on vendor-completed work requests, client complaints, and timeliness of work completion. Compiles and maintains structured reports, including quarterly summaries of completed work requests, service trends, and operational insights for sector clients. Identifies inefficiencies and provides recommendations to the Facilities Manager to enhance processes, improve workflow, and maintain high-quality service standards.
• Communication: Manages high-volume and sensitive communications with students, parents, clients and numerous stakeholders. Oversees communication for inspections of 4,200 residence units (3x a year), addressing follow-ups, custodial interventions, and disputes. Handles and de-escalated complaints related to facility operations (e.g., major incidents, renovations, compliance issues) with diplomacy to mitigate escalation and reputational risks. Coordinates and distributes all client-facing communications related to maintenance work, service disruptions, outages, and incidents affecting facility users. Serves as a key liaison for complaint resolution across multiple university sectors and external partners ensuring clear, proactive, and transparent communication with all stakeholders.
• Reporting: Prepares and distributes performance summaries, updates, and improvement recommendations for internal and external meetings. Documents incidents, resolutions, and service disruptions, ensuring accurate records for analysis and continuous improvement. Tracks key metrics and trends to support data-driven decision-making.
• Human Resources Management: Supervises the work of and provides administrative and technical direction to a team of Inspection Officers. Recruits, selects, trains and evaluates employees on their performance and on the quality of services provided to clients. Effectively resolves conflicts among staff and clients by facilitating open communication, fostering mutual understanding, and implementing fair and practical solutions to maintain a positive work environment and client satisfaction. Coordinates working and holiday schedules in order to ensure the continuity of operational services.
• Continuous Improvement & Standardization: Assesses sector processes and implements enhancements to improve operational efficiency and service consistency. Helps develop standardized templates and procedures to streamline operations and eliminate redundancies. Regularly evaluates procedures, providing recommendations to improve vendor management and client servicing within the sector.
• Special Projects: Supports the Facilities Manager in executing a variety of ad hoc tasks, special projects, and sector-wide initiatives as needed. Assists with research, process mapping, and the development of new initiatives aimed at improving service delivery. Provides additional administrative, analytical, or project management support as required, ensuring that unplanned tasks and emerging priorities are handled efficiently. Takes on additional responsibilities related to new initiatives or activities that align with both IFM departmental and broader Facilities-wide goals, ensuring timely completion and effective coordination with relevant teams.

What you will bring:

• Postsecondary Degree in a related field, or an equivalent combination of education and experience.
• Minimum 5 years of experience in a similar role.
• Experience in human resources management and supervision of a team.
• Experience in Business Management in supporting front line operations with a vision of creating efficiencies, streamlining business processes with a focus on creating a seamless experience.
• Experience in Project management
• Experience in Customer Service
• Experience in Vendor/Contract/Service Management and the use of reporting/score cards
• Experience in the implementation and management of Service Level Agreements (SLA’s) and Key Performance Indicators (KPI’s)
• Knowledge of project management methods and practices.
• Knowledge of IT systems (Archibus, KX, Talisma, Smartsheet, Excel, etc.)
• Experience creating and developing communication tools for a targeted audience.
• Analytical skills to convert business requirements into functional specifications, as well as the ability to conceptualize individual requirements and create links between different stakeholders’ needs.
• Strong attention to detail for working closely within systems and across different environments.
• Ability to communicate business requirements into functional requirements.
• Excellent communication, interpersonal and customer service skills
• Strong conflict resolution skills.
• Ability to adapt to changing requirements and processes, challenge ideas, and accept new methods and procedures.
• Ability to be proactive in keeping abreast of new/emerging business processes.
• Can be called upon working with different teams and projects within the department.
• This position may require the incumbent to work outside of regular business office hours and on weekends as required.
• Bilingualism – French and English (written and spoken).

#Li-MP1#Li-OnsiteKey Competencies at uOttawa:
Here are the required competencies for all or our employees at uOttawa:Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact hrtalentmanagement@uottawa.ca to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click to find out more.If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.

Expected salary: $77637 – 98070 per year

Location: Canada

Job date: Sat, 26 Apr 2025 01:14:32 GMT

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