Facilities Manager

Job Summary
 

The Facilities Manager provides operational oversight for an assigned campus zone comprising over 1 million gross square feet (GSF) of academic, research, and administrative space. As the primary point of contact for all building maintenance, public realm, minor renovations, major projects, and customer inquiries, the Facilities Manager ensures the consistent, reliable, and safe operation of University facilities. Working in close partnership with all levels of Facilities staff and Faculties and Departments, the Facilities Manager aligns customer requirements with operational capacity, negotiates service timelines, and ensures that work execution supports both user needs and institutional priorities.

With solid knowledge of complex building systems, space functionality, and academic programming, the Facilities Manager assesses operational risks, identifies infrastructure deficiencies, and advises customers on equipment ownership responsibilities, service levels, funding requirements, and process pathways.

This role provides professional facilities management expertise and portfolio-level operational oversight, shaping service models, funding decisions, and infrastructure planning in support of the University’s academic mission. It also serves as the primary escalation point for departments and faculties, navigating sensitive issues involving competing priorities, funding limitations, and resource constraints while maintaining strong relationships and providing high‑quality customer service.

Organizational Status

Reports to the Senior Facilities Manager, Customer Services and Informatics

Work is performed primarily in an office environment, but there is a requirement to travel between buildings throughout the day. Some visits to trades shops, animal care facilities, research facilities, and mechanical rooms are required where there is exposure to fumes, mechanical hazards, noise, and dirt.

Work Performed

1.  Provides day‑to‑day operational oversight of buildings within the assigned zone, maintaining strong relationships with user departments to ensure their service needs are understood and addressed. Acts as the primary point of contact for building services, including maintenance, cleaning, public realm, minor repairs, and small renovation requests, and provides guidance and status updates. Addresses inquiries and complaints, expedites service requests, and ensures customer issues are resolved in a timely manner. Holds regular meetings with key customers to review ongoing service needs, discuss upcoming operational requirements, and ensure alignment on priorities.

2.  Ensures customers receive timely and proactive communication regarding disruptive work, access restrictions, service interruptions, or safety considerations. Monitors planned maintenance, repair, public realm, and project activities within the assigned zone to identify potential impacts to building operations, teaching, research, or events. Meets regularly with Trades Heads, Project Coordinators, Managers, Technical Specialists, Facilities Planners, and Project Managers to support coordinated customer communications and to ensure timely follow‑up on escalated or time‑sensitive issues

3. Plays a critical leadership role in the planning and approval of service shutdowns, ensuring Facilities teams are provided with essential context related to building users, research activities, academic schedules, and operational sensitivities. Identifies and mitigates risks by confirming known and historically overlooked system dependencies and assessing the operational impact of timing and sequencing. Acts as the primary authority for customer engagement and approval, securing formal go‑ahead on shutdown timing. Exercises the authority to approve, delay, or deny shutdowns where risks are not adequately addressed, recognizing that failures in communication or coordination can result in cancelled work, wasted resources, research disruption, rescheduled classes, and loss of customer confidence.

4. Plays a key role in supporting operational and project planning activities by providing zone‑specific insights related to building condition, customer needs, operational challenges, and service trends. Contributes to discussions on resource allocation, scheduling considerations, and long‑range planning by sharing the operational realities of the assigned portfolio

5.  Ensures alignment with established processes for chargeable work, customer‑funded projects, and centrally funded maintenance by monitoring work performed within the zone. Provides guidance to customers on cost responsibilities and equipment ownership. Plays a key consultative role in Facilities Condition Index (FCI) assessments by validating asset condition data, identifying portfolio-level risks and priorities, and contributing operational analysis that informs capital planning and investment decisions.

6.  Conducts regular inspections of buildings, public realm, and facilities to assess general condition, safety, maintenance needs, and system performance. Identifies deficiencies, emerging risks, and operational concerns, initiating corrective actions and coordinating follow-up with Heads and Technical Specialists as appropriate.

7.  Leads the intake and requirements‑gathering for renovation and improvement projects within the assigned portfolio, ensuring that functional needs, technical constraints, and campus standards are clearly defined. Works closely with Facilities Planners and Technical Specialists to develop preliminary project scope and ensure the work is assigned to the appropriate team during the New Job Strategy Session (NJSS) meeting.

8.  Provides guidance and support to customers to improve overall service experience, including helping departments understand service levels, maintenance programs, chargeable vs. non‑chargeable work, and processes for requesting services. Tracks and responds to service escalations, ensuring timely follow‑up and resolution in collaboration with relevant Facilities teams. Provides customers with information related to the routine capital program and advises on infrastructure and operations and maintenance (O&M) requirements for research equipment associated with grants.

9.  Acts as a trusted professional advisor to departments and academic units, providing informed guidance on building systems, space functionality, infrastructure capacity, compliance implications, and operational risks associated with planned activities or projects.

10.  Works with Facilities departments to establish clear demarcation of responsibilities in mixed‑use buildings, ensuring operating and cost responsibilities are understood across different units. Communicates these demarcations to customers so they understand “who pays for what,” and supports departments and faculties in navigating shared spaces, resolving issues related to usage, access, and service expectations

11. Provides critical leadership and operational support during emergencies and critical incidents, working closely with Building Operations, Energy & Water Services, Custodial Services, Municipal Services, UBC Community Safety, Health and Safety, Emergency Management, and Insurance. Actively coordinates response efforts, facilitates timely and accurate communication, and supports informed decision‑making, contributing to situation stabilization, occupant safety, and the safe and efficient restoration of operations.

12. Supports the development and ongoing maintenance of service level agreements (SLAs) with ancillary customers, ensuring service expectations and operational responsibilities are clearly defined. Reviews and interprets lease agreements to advise customers and Facilities teams on work that falls under Facilities’ responsibility versus chargeable services, helping ensure alignment with contractual obligations and transparent cost recovery processes.

13.  Represents UBC Facilities on assigned project committees and working groups, providing zone‑specific operational insight throughout planning and project development. Participates in cross‑department and University‑wide committees as assigned.

14. Performs other related duties as required.

Consequence of Error/Judgement

The Facilities Manager exercises significant judgment when assessing building conditions, advising customers, and communicating operational impacts. Errors in judgment, miscommunication, or failure to anticipate service disruptions may result in impacts to teaching, research, and administrative functions; financial loss to departments or the University; damage to facilities or equipment; or reduced safety for building occupants. Inaccurate guidance on funding responsibilities, equipment ownership, or infrastructure requirements can lead to project delays, budget disputes, and strained relationships with academic and administrative units.

Failure to provide timely communication about disruptive work, operational risks, or emergency conditions may erode trust in UBC Facilities, trigger escalations, or impede effective response to critical incidents. In emergencies, incorrect decisions may hinder stabilization efforts or delay restoration of operations. As a primary liaison between customers and Facilities units, poor judgment in managing sensitive issues or shared‑space conflicts can lead to reputational damage and operational inefficiencies.

Supervision Received

The Facilities Manager reports to the Senior Facilities Manager and works under broad direction. While guidance is available for complex or unusual issues, the role is expected to operate with a high degree of independence, exercising sound judgement and decision‑making in responding to customer needs, assessing building conditions, and addressing operational issues. The Facilities Manager is relied upon to interpret service requirements, anticipate impacts to teaching and research, and resolve escalations using strong customer service skills and solid knowledge of building systems, policies, and procedures.

Supervision Given

 The Facilities Manager provides functional leadership and professional direction to Facilities personnel, influencing prioritization, sequencing of work, and resolution of complex or escalated issues across multiple trades and service units. The position relies on strong communication skills, professional credibility, and collaborative relationships to ensure work is coordinated effectively and resolved in a timely manner. The Facilities Manager influences workflows by facilitating information sharing, clarifying priorities, and ensuring that relevant teams are aware of operational impacts and customer requirements.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Eligibility for membership in a professional Institute or Association. Minimum of seven years of related experience, including experience in related technical fields, project coordination, and cost control, or the equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Undergraduate degree in a relevant discipline. Eligibility for membership in a professional Institute or Association. Minimum of 7 years of related experience, including experience in related technical fields, project coordination, and cost control, or the equivalent combination of education and experience. Supervisory experience at a responsible level in the engineering, construction, or facilities maintenance fields, including labour and material cost estimating experience. Good working knowledge of building trades. Experience in the field related to project planning and control, and experience as a building trades inspector, facilities manager, or construction superintendent is an asset. Must be tactful and have excellent verbal, written, and interpersonal communication. Ability to provide quality service to customers in a courteous, patient manner. Ability to effectively use computers at an intermediate level (e.g., Outlook, Word, and Excel). Valid Class 5 BC Driver's License. Requires well-developed management skills with the ability to deal with many projects and tasks simultaneously.