Job Posting – Special Operations Manager

December 21, 2021

Full time, 1-year contract with potential to extend.

Application period: Open until filled.

Start Date: As soon as possible.

Compensation: $40,000–$55,000 starting salary range (commensurate with experience) and benefits, which include health and dental insurance, gym membership/wellness supplement; 3 weeks vacation.

Eligibility: Canadian Citizen or permanent resident or refugee status with legal entitlement to work. 

Job Location: Vancouver, British Columbia.

Reporting to: BCA Project Director.

221A is seeking applications for the role of Operations Manager to lead BCA’s 268 Keefer Street operations (“BCA Sun Wah”). 221A is a not-for-profit cultural R&D organization that commissions research, public art and educational programs and operates cultural production facilities on the unceded territories of the xʷməθkwəy̓ əm (Musqueam), Skwxwú7mesh (Squamish) and Səl̓ ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations, in the city also known as Vancouver. 

BCA is managed by 221A under a two-year Management Services Agreement and the Special Operations Manager will play a key role in ensuring the success of BCA’s goals and community relationships. The candidate will report to and work closely with the BCA Project Director (“Project Director”)  to achieve the organization’s administrative, artistic, financial, human resources, community empowerment, and technical objectives.

Candidate Qualifications

  • Experience: 2+ years of related work experience in site/building operations and management or equivalent experience. Experience in the arts and culture sector, government/public administration, civic/facility/urban planning, broader non-profit sector is an asset.
  • Education: Bachelor’s degree in a relevant field or equivalent working experience. Knowledge of WorkSafeB and labour regulations, human resources, contracting, negotiating and management; accounting, budgeting and best practices in internal controls, knowledge of federal and provincial non-profit corporations and real estate regulations.
  • Attributes: Exceptional relationship-building and interpersonal communication (written and verbal) skills. Excellent judgement and creative problem-solving skills, including negotiation and conflict resolution. Energetic, flexible, collaborative and proactive. Ability to meet deadlines and follow projects through to completion.
  • Cultural competencies: Understand the conditions, stakeholders, factors of influence, engagement expectations that may be encountered in providing services for Indigenous, Black, racialized, queer, trans, non-binary and two-spirit, disability, and low-income communities.
  • Specific skills: Emotional intelligence (EQ), drafting and developing organizational policy, excellent word processing and spreadsheet skills, excellent time management, proven ability to learn and work collaboratively on a small team (1– 5 people); proficiency with email, text messaging and with office telecommunications tools such as Slack; ability to comprehend architectural drawings and plans; capital planning experience is considered an asset.
  • Languages: English proficiency. Cantonese as a second language fluency is considered an asset.

Working Conditions

The Special Operations Manager is exposed to regular interactions with BCA tenants, contractors, suppliers and 221A staff, and will have the capacity to work from home and/or remotely with computers and mobile phone technology. The selected candidate is required to declare their vaccination status. 

Responsibilities

The Special Operations Manager will be reporting to and working closely with the Project Director and 221A services teams to set and achieve annual operational and organizational goals and plans. The Special Operations Manager is responsible for the administration and day-to-day operations of BCA. They will play a key role in providing the professional oversight of the facility, managing the needs of tenants and contributing to and stewarding BCA’s community-based approach to operations. 

Facility Operations

  1. Develop and update policies and systems for life safety, waste management, procurement, and other building systems policies as required; Act as the main point of contact for BCA tenants to resolve day-to-day issues, coordinate building maintenance requests and coordinate BCA systems and policies with building policies.
  1. Work with the Project Director to liaise with external vendors and oversee the execution of contracts and scheduling, including janitorial, waste management, electrical, HVAC, plumbing, locksmith, key card access systems and IT.
  1. Maintain the tenant handbook, property management software, and account admin roles, and operations maintenance documents for tracking tenant units and building issues, including updating and maintaining schedules of building systems and equipment maintenance; Manage flex space bookings, including flex space maintenance, payment processing, access card distribution, and client requests
  1. Develop and implement policies within operating budget parameters to support long-term capital maintenance and repair projects, including research into grant (public and private sectors) opportunities to offset costs; Provide occasional support for after-hours building emergencies.

Leasing

  • Collect and process tenant rent, storage and other payments, including issuing and tracking invoices in conjunction with BCA’s Book-keepers; Oversee subleasing processes including posting vacancies, respond to suite inquiries, schedule viewings, sublease negotiation, document preparation; 
  • Manage all sublease files to ensure accuracy and completeness, including sub-subtenant approvals, renewals/extensions and rental increases; Update and maintain waitlist of potential tenants and contribute to the process of reviewing tenants’ applications; Conduct move-ins and move-outs for incoming and existing tenants including walkthroughs, freight elevator and loading bay bookings, suite inspections

Tenant Coordination

  • Act as point of contact with clients, tenants, and BCA for inquiries not limited to maintenance, improvements, safety, security, events, policies, storage and communications; Maintain and update guidelines and policies in the Tenant Handbook, and enforce procedures and policies as outlined;
  • Maintain tenant communication systems and act as liaison between building owner and tenants to ensure tenants are informed of important operations notices; maintain and update list of tenant contacts; Program tenant access cards, process key orders and maintain a key schedule; Provide information and resources for tenant events to assist with events running smoothly;
  • Develop and maintain a system for tracking tenant maintenance requests, coordinate maintenance requests in a cost-effective and time sensitive manner; Oversee tenant improvement requests and approval process, and maintain detailed records of tenant improvements to suites; Be proactive in identifying and dealing with tenant issues; Build and maintain strong relationships with tenants.

Other

  • Support the Project Director with the fluid planning and implementation of site safety policies and operations related to the current Covid-19 pandemic
  • Assist with operating budget preparation and reconciliation; Produce quarterly reporting related to property operations and performance; Assist with website updates and newsletter preparation.
  • Assist in community engagement / activation of space / programming and look for opportunities to build community; Assist Project Director in Tenant Advisory Committee meetings.
  • Attend and participate in Board and Operations meetings; Represent the organization externally, including participation in working groups and committees, speaking at public events and meetings.

Employment Equity

221A is an equal opportunity employer and employs personnel without regard to race, ancestry, place of origin, color, ethnic origin, language, citizenship, creed, religion, gender, sexual orientation, age, marital status, physical and/or mental ability or financial ability. While remaining alert and sensitive to the issue of fair and equitable treatment for all, 221A has a special concern with the participation and advancement of members of the following designated groups that have traditionally been disadvantaged in employment within the cultural sector: Black, Indigenous and racialized people, people living with disabilities, and two-spirit, queer, trans and non-binary persons.

Apply

  • Black, Indigenous and racialized people are encouraged to apply
  • People living with disabilities are encouraged to apply
  • Two-spirit, queer, trans and non-binary people are encouraged to apply

Send your cover letter and CV/resume by email to hiring@221a.ca. The call will remain open until the position is filled. Unfortunately, only those applicants under consideration will be contacted.

Please use the following “[Full Name], Special Operations Manager” in the Subject Line.