Summary of Duties

Reporting to the Deputy City Manager, Finance Supports, this newly created Director role focuses on expanding linkages between the Fleet and Facilities programs while establishing a clear point of accountability for both areas. The Fleet and Facilities team provides a full suite of asset management functions including, Capital Planning and Projects, Life Cycle Renewal, Preventative Maintenance, Repair and Service Programs, Technical, Design and Construction Services and Energy Management and Green Fleet Programs. The division focuses on delivering fleet and facility services in a way that is consultative and supportive with priorities of safety, productivity, reliability and conservation while maintaining economic and budget responsibility.

Collaborative and focused on emerging technologies and trends, the Director provides leadership and direction to the management team, guiding business process improvements, upholding customer service standards and driving the modernization of existing practices.  The Director is an insightful and effective people leader, adept at leading the transformation of Divisional culture aligned with the Council’s strategic priorities.    

Work Performed

• Direct the planning, management, and administration for the Fleet and Facilities Division; develop and maintain comprehensive policies, programs, procedures and protocols.
• Develop and implement the work plan and direction for the Fleet and Facilities Division to meet the organization’s strategic plan and effectively deliver the business responsibilities of the unit.
• Provide advice to the Deputy City Manager, Finance Supports on strategic priorities with responsibility to operationalize those goals and strategies.
• Provide professional opinion and information to the Senior Leadership Team, Committees and Council on policies, programs and services as required.
• Identify and develop internal controls in the form of policies, procedures, practices in relation to the general and specific risks of the Corporation.  Ensure internal controls are implemented and adhered to within the Division.
• Oversee a team of experienced Managers; delegate authority and accountability for the execution and delivery of services and programs including, but not limited to:
  • Provision of maintenance and operational/administrative support to City facilities (e.g., environmental systems, building components, access control,  parking, grounds, custodial services).
  • Oversight of consultants, engineers, and project managers in planning, design, tender preparation, construction supervision, and project administration for facilities.
  • Working closely with vendors and equipment manufacturers to deliver both technician training and assist Learning and Development with operator training.
  • Developing strategies and plans to achieve objectives; incorporate best practices, industry trends, and emerging technologies into divisional operations.
  • Conducting space analysis studies and the use of systems to develop alternative workspace and workstation policies and solutions and approve reallocation of existing space and furniture.
  • Capital asset management of facilities, including maintaining an inventory of assets and their value, assessing condition of same, and developing and updating long range capital and life cycle renewal plans.
  • Maintenance and implementation of standards and policies for workplaces (e.g., interior design, space/function, furniture, environmental).
  • Development and implementation of performance reporting policies, systems, and procedures; ensures same are understood and administered by Division staff.
  • Capital asset management of fleet, including the acquisition, use, service, repair, and replacement of fleet vehicles and equipment. Provide client divisions with information regarding fleet management.
  • Oversight of the Division’s administrative and financial planning, operating budget, and annual capital program. Maintenance of existing building and plant and vehicles and equipment. Approval of project change orders.
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• Lead and encourage Divisional employee participation and commitment to organizational objectives. 
• Actively mentor, provide development opportunities and build team performance with direct report leaders; ensure managers within the division are providing the same among their direct reports.
• In consultation with People Services, develop a divisional succession planning program and other related programs.
• Direct the Fleet and Facilities team, including hiring, administration and performance aspects of reporting staff. Respond to sensitive and confidential human resource issues as required.
• Liaise with respective unions on issues that affect bargaining unit members. Promote and foster constructive working relationships with employees and bargaining units and monitor collective agreement compliance.

• Administer provisions of various Collective Agreements to promote resolution of grievances and provide representation at mediation and arbitration proceedings.
• Build and encourage employee commitment to strive for consistently high levels of performance in all areas of service delivery.   
• Create and maintain a culture of enterprise-wide collaboration.  Seek opportunities to work across Divisions and Service Areas in support of the strategic initiatives.
• Demonstrate commitment to supporting diversity, equity, inclusion and Human Rights through interactions with stakeholders, employees and individuals and ensure that policies, programs and protocols reflect this commitment.
• Champion commitment and adherence to Health and Safety legislation and programs; demonstrate commitment to the Corporation’s culture of safety.
• Perform statutory functions required by legislative authority and ensure compliance with all regulatory requirements and related legislation.
• Provide effective liaison with the Ministries of Transportation, Ontario Motor Vehicle Industry Council (OMVIC), Environment, Energy, and Climate Change, Ministry of Labour, Training and Skills Development, associated regulatory agencies including Electrical Safety Authority (ESA), Electrical Utilities Safety Association (EUSA), Transportation Safety Association, and Workplace Safety and Insurance Board (WSIB) and insurance carriers.
• Prepare or delegate the preparation of written reports and correspondence as required to advise Council and Committee; seek direction from Council and Committee on related issues as required.
• Implement proactive progressive change in redesign and implementation of business processes; support organizational change-management projects, communications, and transition plans.
• Provide direction, guidance, processes and tools needed to increase efficiencies and improve the effectiveness of services provided by the Division.
• Build capacity across the Division for evidence-informed decisions supported through strong analytics and stakeholder engagement.
• Adhere to the Procurement of Goods and Services Policy; includes the responsibility of delegation of procurement initiation approval authority delegation of approval authority for professional consulting services as per policy amounts.
• Establish, administer, forecast and monitor the annual capital and operation budget for the Division.
• Review specifications, give assistance in calling for tenders and review recommendations for services, materials, equipment and construction contracts.
• Authorize payment certificates for contracts.
• Ensure that the expenditures are controlled and maintained within approved budget; manage and promote stewardship of financial and organizational resources.
• Represent the Division on the various boards and committees of external organizations and government partners to promote the City of London as a leader, share best practices, build relationships, and recommend solutions.

Qualifications/Experience

An Honours degree in Engineering, Business Administration or a comparable field, and ten years of progressively responsible experience managing a program of Facilities Management and/or Fleet Services in a large complex organization, or an equivalent combination of education and experience.

Designation such as the Facilities Management Administrator, from the Building Owners and Managers Institute (BOMI), or the Certified Facility Manager designation from the International Facility Management Association (IFMA), or the Certified Automotive Fleet Manager designation is an asset.

Skills and abilities in the following areas are necessary:

• Demonstrated knowledge and experience in the above identified areas of accountability with an in-depth understanding of the Division’s programs and services.
• Knowledge of facilities management, including the development of strategic plans for accommodations, long range capital asset management, construction management, facility maintenance and operations, energy management, lease management, and environmentally sustainable operations and services.
• Knowledge of fleet management, including the development of strategic plans for long term capital planning, asset value and replacement costs, fuel infrastructure planning, life cycle analysis, level of service agreements, warranty programs, parts supply and inventory, life cycle costing, environment green fleet programs and environmental initiatives.
• Knowledge of and ability to comply with policies, procedures, collective agreements, and related legislation (e.g., Ontario Building Code, Construction Lien Act, Environmental Assessment Act), contract law, and regulations and guidelines used in the construction of municipal facilities.
• Demonstrated ability to co-create a vision for the Division aligned with strategic priorities, build common purpose and direction, and deliver outcomes to strengthen overall organizational performance.
• Highly developed analytical and business planning skills with a proven track record for long-term visioning and big-picture thinking.
• Demonstrated successful experience in a management role; positive and proactive leadership capabilities, adept at leading a diverse group of employees, contracted services and consultants; demonstrated commitment to developing high performance teams.
• Ability to be a trusted advisor and/or advocate in sensitive and/or emotionally charged situations.
• Demonstrated ability to inspire the people they lead through productive and honest dialogue, with personal integrity and actions.
• Ability to clearly communicate complex issues clearly to a wide and varied audience including facilitation, negotiation and conflict resolution skills; political acumen to identify and manage issues.
• Proven ability to establish purposeful relationships and work effectively with senior leaders, elected officials, representatives of other levels of government, bargaining units, management, peers, employees, business community and the general public.
• Strong financial management skills and accountability for operating and capital budgeting.
• Proven commitment to the safety of employees with knowledge of the Occupational Health and Safety Act and applicable regulations as it relates to the position.
• Ability to provide a high level of attention to detail, make sense of data and solve problems.
• Ability to understand the vital importance of internally and externally focused service delivery and develop and implement initiatives that support customers in a timely and effective way.

• Computer literacy in Microsoft Office, and related software and database applications, including Customer Relation Management (CRM) software, JD Edwards, Kronos, and asset management systems.
• Demonstrated successful experience in leading continuous improvement and change management initiatives and projects that shape culture and enhance service delivery.

Compensation and Other Information

$136,423 to $186,271

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