PRIMARY PURPOSE
Manages delivery of business services pertaining to all office/workspace locations within CMBC facilities. Ensures organizational effectiveness of available spaces and the safe and efficient management of employee workspaces and their work environments. Plans, coordinates, and facilitates improvement projects, such as renovations, as driven by the requirements of the business and ensures adherence to project budgets. The aforementioned projects include those funded through Capital or Operating Funds. Leads the creation and maintains ownership of design guidelines/standards used for project planning. Works with management to define scope of work and proactively identify future needs, requirements, and resources.
KEY ACCOUNTABILITIES
Establish, maintain and govern rules and approvals regarding office allocations & relocations, and renovation and refurbishment projects, ensuring organization effectiveness and optimization of spaces within CMBC office buildings and depots.
Ensures adherence and management of CMBC’s standards for shared workspaces that foster collaborative, engaging and productive environments.
Prepares and manages the Workspace Services budget in collaboration with the Executive Director and represents CMBC on relevant supplier evaluations as required Works closely with the Infrastructure Maintenance team when obtaining quotes for projects.
Working alongside the respective Project Manager, participates and supports renovation, relocation and refurbishment projects within all CMBC office, meeting and training spaces. Specifically responsible to lead the requirements and design development and coordinate CMBC staff throughout the project work.
Responsible for the effective and efficient day-to-day management and operation of all assigned employee workspace areas, including developing, implementing, and continuously improving workspace related processes; primary contact for furniture and office business equipment issues/replacements; coordinates cleaning and required repairs in workspace areas with CMBC Facilities; liaises with key vendors and TransLink’s Administrative and Business Technology Services regarding the quality of services provided.
Builds and develops relationships with all areas of the business to create working environments that are connected. Manages the space plan and facilitates space planning discussions with business leaders to optimize space utilization and ensure collaboration and meeting spaces are effective as the organization continues to grow. Coordinates internal employee office moves and other space changes, ensuring workspaces are engaging and functional.
Partners with Occupational Health and Safety departments to ensure workspaces comply with required regulations. Conducts regular office floor safety inspections to identify and remedy hazards and other office-related safety concerns in a timely and cost-effective manner.
Participates in the procurement process for workspace design, tools and equipment and makes recommendations influencing the leaders to make decisions.
Drafts, prepares and presents sensitive and confidential analysis, briefings and reports for management/EMT.
Collaborates with Internal Communications and participates in the development of communications items of a sensitive, controversial, and confidential nature in consultation with senior management to ensure staff are informed about changes and regarding workspace management issues and updates in a timely and effective manner. Work with the CMBC Sign Shop to develop and ensure wayfinding is current and efficient.
Liaise with Building Management and/or Infrastructure Engineering regarding issues that have been escalated by employees. Keeping clients informed of the status of work in progress and ensuring that escalations are dealt with in a timely and satisfactory manner.
Works with the Infrastructure Maintenance department to ensure that the public areas in the designated office workspaces, such as reception and hallways, are tidy, professional-looking and in a state of good repair.
Responsible for supervision of the Facilities Administration Clerk, including hiring, training, coaching and performance management.
