Title: Bilingual Manager, Operations
Location: Ottawa, ON
Permanent, full time position
Under the direction of the Director, Corporate Services, the Manager of Operations is responsible for managing the day-to-day operational activities related to our client's business operations, and facilities management services. The Manager of Operations position involves strategic planning, team leadership, and process optimization to improve efficiency, reduce costs, and drive organizational success. The Manager of Operations collaborates with cross-functional teams, effectively manages resources, and implements continuous improvement initiatives. By maintaining quality standards, managing budgets, and ensuring compliance, this role plays a critical role in achieving overall goals and providing a positive member experience.
Primary responsibilities:
● Manage daily operational activities of procure-to-pay processes for goods and services, building and facilities management services including reception, auxiliary on-site services (parking, catering, foodservices, print shop and mailroom) off-site leasehold properties and associated shared services. This includes management of tenant relationships.
● Identify, implement and manage process optimization initiatives within the procurement process and lead the administration and automation of related expenses.
● Develop a roadmap to leverage technology for continuous improvement of best practices related to tools, processes and procedures. Manage staff, providing guidance, training, and performance feedback.
● Develop and manage the governance of procurement activities while mitigating organizational risks through collaborative efforts with internal and external stakeholders.
● Liaise with the Building Trust Administrator to carry out required analysis and provide recommendations for any associated works to be carried out in accordance with Trust mandate, and leasehold initiatives.
● Participate in managing and mitigating occupational health and safety matters and act as representative on the Joint Health and Safety Committee, including maintaining appropriate credentials in accordance with regulations.
● Manage, administer and analyze the development of Corporate Services benefit programs. Expand and continually improve service offerings including through collaboration with other Institute departments. Establish and ensure related programs follow ethical guidelines and
align with Institute values.
● Manage and participate in the development, dissemination and application of internal policies, programs, and processes. Provide timely and user appropriate training material to facilitate learning and knowledge retention of key policies, procedures and practices.
● Manage the development, implementation, and management of the administration of policy and framework that generate cost savings, efficiencies while meeting member needs and fostering stakeholder collaboration.
● Manage the assessment, selection, and development of suppliers to meet best cost and performance goals, including using a Request for Proposals (RFP) process. Establish and maintain a strong network and fosters collaboration with suppliers and key stakeholders.
● Conducts research and benchmarks current market conditions/trends, developing technologies, stakeholder requirements and supply/demand challenges.
● Manage and negotiate licensing agreements and contracts with suppliers and corporate partners. Partner with the legal department for review.
● Manage staff, providing guidance, training, and performance feedback.
● Review and approve expense claims, overtime, leave, travel requests and timecards for direct reports. Review and approve expense claims and expenditure invoices.
● Establish Key Performance Indicators, maintains supplier performance database and report metrics.
● Use data analytics, metrics, and technology to streamline operations, provide high quality service and continuously improve efficiency and effectiveness.
● Manage, coordinate and oversee logistics for the Institute Annual General Meeting (AGM) and any other business related needs.
● Participate in multi-disciplinary teams assigned to special projects and work collaboratively with employees in other sections.
● May be requested to undertake other related duties on a periodic basis.
Knowledge and Experience Requirements
Education / Experience:
● College diploma in Business Administration, or equivalent, in a related discipline; and
● Five (5) to eight (8) years of progressive and relevant experience in administration and operations, preferably in a unionized environment; or
● An equivalent combination of education and experience.
Language requirement:
● Fluency in both official languages (French and English) is required
Skills and experience required:
● Minimum 5 (five) years experience managing a multidisciplinary team
● Experience planning and administering an annual budget for the section.
● Knowledge of information management systems and procurement.
● Experience in planning, coordinating, and prioritizing activities
● Experience analyzing operations and work flows.
● Experience managing and utilizing database information to generate reports.
● Experience in negotiation and contract management with suppliers, including RFP processes, vendor selection and management.
● Knowledge of and experience in budget management and administration and financial management principles.
● Experience building relationships and collaborate effectively with internal stakeholders and external vendors.
● Experience recommending and implementing operational strategies related to the business.
● Experience identifying and implementing risk management and duty of care practices is an asset.
● Knowledge of artificial intelligence related to business operations, data analytics, and metrics would be an asset.
