Facilities & Office Services Lead

BC College of Nurses and Midwives•Vancouver, BC

8d•Hybrid

About The Position

The British Columbia College of Nurses & Midwives (BCCNM) is the college empowered under the Health Professions Act to regulate the practice of all licensed practical nurses, nurse practitioners, registered midwives, registered nurses, and registered psychiatric nurses in British Columbia. Regulation helps to protect the public by ensuring that professional care or service received by the public is competent, ethical, and meets the standards that society views as acceptable. As western Canada’s largest health profession regulator, BCCNM is committed to diversity, inclusion, and Indigenous-specific anti-racism, pledging to become culturally safe and anti-racist. The Facilities & Office Services Lead works closely with the Director, Business Operations and the Office Services and Facility Support teams to ensure efficient, welcoming and safe operations and service delivery at the hub. This role collaborates regularly with internal teams including People & Talent, Information Technology, Finance, and departments across the College to coordinate onboarding and offboarding activities, meeting and event logistics, space utilization, and operational requirements. They also work alongside internal partners to resolve service requests, implement standardized processes, and support incident response, occupational health and safety, and business continuity activities. Externally, this role works with vendors, contractors, landlord, and service providers to support facilities operations, maintenance, vendor‑managed services, contract deliverables, and meeting or event logistics. The role serves as an operational liaison with external stakeholders to ensure service quality and timely issue resolution in alignment with College standards and operational needs.

Requirements

Bachelor’s degree in Commerce or Business Administration, or a related field, or an equivalent combination of education and experience.
Minimum 5 to 7 years of progressive experience in business operations or office management, ideally in fast-paced or hospitality-focused environments.
Ability to give clear direction to staff and lead teams without formal direct-report authority. Experience in similar roles preferred.
Deep understanding of hybrid work challenges, such as proximity bias and logistical inefficiencies.
Strong background in vendor management and contract negotiations.
Proven track record of personally implementing projects and producing deliverables.
Exceptional coordination skills, including the ability to distribute tasks effectively and maintain rigorous tracking systems to ensure team accountability and results.
Strong problem-solving skills with a data-driven approach to decision making.
Customer-focused mindset with an emphasis on service quality and efficient delivery.
Excellent verbal and written communication skills for liaising between staff, executives, and other stakeholders.
Strong interpersonal communications skills to work effectively with various departments (IT, People & Talent, Finance) and hub colleges in the shared space.
Ability to interpret occupancy data and "heatmaps" to drive space-planning decisions.
Advanced Microsoft 365 skills (Excel, Word, PowerPoint, Teams) and the ability to create complex operational reports.
Proven track record of producing large-scale corporate meetings.
Functional knowledge of audio equipment, visual displays, and AV switching, with a strong technical aptitude to master control systems and unified communications.
Experience with desk booking systems and providing configuration requirements.
Experience working with online ticketing systems and issue escalation.
High attention to detail with the ability to manage multiple competing priorities in a fast-paced environment.
Proven experience on an incident response team and coordinating emergency activities.
Previous experience serving on an Occupational Health & Safety Committee.
Ability to work outside regular business hours as required and remain reachable for building-related emergencies.

Nice To Haves

Experience leading office moves and renovations an asset.
Knowledge of Canadian colonial impacts on Indigenous people in social and health contexts, including social, economic, political, and historical realities impacting Indigenous communities and knowledge of Indigenous-specific anti-racism and accompanying reports (e.g. The Truth & Reconciliation Commission’s 94 Calls to Action (2015), the In Plain Sight Report (2020), and Reclaiming Power and Place’s Calls for Justice (2019)) is an asset.
Demonstrated understanding of equity, diversity, inclusion, and cultural humility as they apply to health care is an asset.

Responsibilities

In collaboration with the Director, Business Operations, leads day-to-day office services and facilities support work through functional leadership using both hands-on and strategic approaches to ensure high-quality service delivery, streamlined processes, and increased effectiveness.
Provides direct guidance to the Office Services team (reception, mail, and catering support), assigns work and monitors day-to-day office activities to ensure efficiency.
Acts as the primary backup for the Director, Business Operations.
Provides clear technical and/or procedural direction to facilities support team members, ensuring assignments are completed accurately and on time.
Executes daily tasks and strategic initiatives with a hands-on approach to ensure high-quality delivery.
Establishes and monitors quality standards and KPIs to ensure user satisfaction.
Manages the lifecycle of service requests and incidents under Business Operations, ensuring timely resolution or status updates for staff.
Oversees the booking and logistical support for onsite meetings, ensuring all facilities, office services and technical requirements are prepared and functional for staff and guests.
Collaborates with the team to proactively identify and resolve scheduling overlaps and provide alternatives based on group size and technology needs.
Provides space, technology and logistics recommendations to meeting owners for large-scale meetings.
Provides hands-on meeting event support (e.g. meeting room configuration, AV support, client communications) during absences and high-volume meeting periods.
Develops and maintains schedules, operating procedures, and "how-to" documentation to drive team and organizational consistency.
Owns the Business Operations workflow for staff onboarding and offboarding.
Collaborates closely with People & Talent, hiring managers, and IT to ensure workspaces, equipment, and access are ready for new hires on Day 1.
Improves onboarding and service delivery processes by participating in ticketing system workflow changes.
Explains corporate flight and hotel booking procedures to authorized bookers to ensure consistency.
Supports the Director, Business Operations in setting operational objectives and forecast future resource needs.
In collaboration with and under the guidance of the Director, Business Operations, manages the full lifecycle of vendor contracts, including sourcing, negotiations, and timely contract renewals.
Manages a workspace directory including department zones and occupancy status tracking, to streamline desk assignment process for incoming staff and department needs.
Performs audits to ensure proper asset management.
In collaboration with the Director, Business Operations, oversees the development and execution of a multi-year maintenance and replacement plan for office furniture, appliances, and technical equipment using a proactive lifecycle strategy.
Assists the Director in managing and updating the College’s Business Continuity Plan (BCP).
Serves as a core member of the Incident Response Team, coordinating activities during emergencies.
Acts as the Fire Director for the office, leading and training a team of fire wardens.
Participates in the Occupational Health & Safety (OH&S) Committee.
Demonstrates a commitment to ongoing learning related to Indigenous cultural safety and humility and supporting organizational actions towards addressing Indigenous-specific racism in BC’s health care system.
Fosters and maintains an organizational culture that promotes equity, diversity and inclusion, mutual respect, teamwork, and service excellence.

Benefits

generous vacation
extended benefits package
100% employer-paid health and dental benefits
contribution to B.C.'s Municipal Pension Plan
learning and development
professional development
cover your professional membership costs
employee assistance program
fitness allowance perk
flexible hybrid work
Office is closed for the 11 statutory holidays in B.C. as well as Easter Monday and Boxing Day