Lease and Facility Lead - Full-time Job Listing at VON Canada in Toronto, ON (Job ID oFK9wfwO-CHzYVfwT)

Description

Requisition Details:
Employment Status: Regular, Full-time (1.0 FTE)
Program Name: Legal and Privacy
Number of Hours Bi-Weekly: 75
Work Schedule: Days
On-Call: No
Travel Required: Yes
Existing Vacancy: Yes - we're currently hiring candidates for an existing vacancy in this position. 

Location(s): Must reside in either Ontario or Nova Scotia. This hybrid-remote position requires on-site attendance periodically, and may require travel between Nova Scotia and Ontario.  Job Summary: 

The Lease & Facility Lead is responsible for overseeing the strategic and day-to-day management of leased properties and facilities used by the organization. This includes office spaces, clinical hubs, clinics, storage sites, and other community locations essential to the operation of home health care and community support service. The role ensures facilities are safe, compliant, cost-effective, and aligned with organizational growth and regulatory needs.

Key Responsibilities:

• Manage the organization's real estate portfolio.
• Establish a facilities management strategy including centralizing processes and vendors for routine maintenance, repairs, and upkeep of property.
• Collaborate with site Directors to identify property needs, assess potential lease options and develop long-term property management strategies.
• Develop and manage the facilities budget.
• Negotiate new leases, renewals, amendments, and terminations, including ensuring VON's standard clauses.
• Acts as the primary liaison with landlords, property managers, brokers, and legal counsel.
• Monitor key lease terms and dates (renewals, expirations, rent escalations) to ensure compliance and cost control.
• Maintain an accurate lease database and regularly report on obligations and opportunities to Operations, Contracts and Finance team as appropriate.
• Report all potential risk issues to the General Counsel to mitigate all risk issues prior to signing all lease agreements.
• Maintain and update the master lease list and circulate monthly to contracts team and legal team.
• Implement new facility and lease processes and procedures.
• Identify and implement cost-saving initiatives related to real estate and facility services.
• Conduct market research and analysis to stay informed about local rental trends and competitive pricing.
• Ensure compliance with all applicable laws, regulations and company policies. 
• Ensure all facilities meet health, safety, accessibility, and infection control standards appropriate for a healthcare organization.
• Coordinate maintenance, repairs, and upgrades with vendors and contractors.
• Oversee facility-related contracts (cleaning, security, waste management, utilities, etc.).
• Support space planning and office moves as required coordinating move-in and move-out processes for sites.
• Review and process invoices, ensuring accuracy and adherence to contractual terms.

Common Responsibilities: 

• Promotes the goals and values of VON and their role as an integrated community care provider.
• Promotes a safe and healthy workplace ensuring workplace conduct and activities are in accordance with the provincial Occupational Health and Safety Act and Regulations and compliant with the VON Safety Management System, including all Policies, Safe Work Practices and Procedures.  
• Abides by all VON policies and work practices.
• Abides by all confidentiality and protection of personal information policies, regulations and practices and ensures appropriate safeguards are in place within their role.
• Works in collaboration with other staff in a team approach to service delivery.

External and Internal Relationships:

• Collaborate with internal departments to ensure space meets programmatic and staff needs
• Daily communication with Operations staff, including site Managers/Directors and Finance Manages on all leasing issues, approvals, agreements, renewals and terminations.
• Manage relationships with contractors and vendors for various services.
• Work closely with external counsel to finalize all lease agreements.

Education, Designations and Experience:

• Bachelor's degree in business administration, real estate, or related field.
• A Minimum of 2 years' experience in leasing, property management or related roles.
• Strong understanding of commercial real estate leasing and facility management.
• Knowledge of local landlord-tenant laws and regulations in both Ontario and Nova Scotia. 
• Knowledge of applicable health and safety, accessibility, and regulatory standards.
• Proficient in Microsoft Office Suite, including Word and Excel.

Skill Requirements:

• Ability to handle sensitive information with discretion and confidentiality.
• Detail-orientated with strong analytical and problem-solving skills.
• Excellent negotiation, communication, and vendor management skills.
• Excellent organizational and multitasking skills.
• Strong communication and interpersonal skills, with the ability to interact effectively with stakeholders at all levels.
• Organization skills (coordinating a calendar, tracking lease expiry dates).
• Ability to work independently and collaboratively within a team environment.
• Proactive mindset with a commitment to delivering high-quality service.

Other:

• A current and original copy of a satisfactory Criminal Records Check.
• A Vulnerable Sector Search and/or a Child Abuse Registry Check may be required.
• Must have personal vehicle and possess both a current driver's license and proof of vehicle insurance.  
• Willingness to travel to support sites and attend meetings as needed.

Working conditions and physical demands: This role requires a detail-oriented approach in a dynamic environment, with physical activity including lifting, carrying (using proper techniques), bending, reaching, kneeling, and other movements that emphasize good body mechanics. Individuals in the role are required to walk, sit, stand, and climb stairs throughout the day, with some tasks requiring fine hand movements.

 Apply on company website