Real Estate Program & Finance Manager - BMO Financial Group - Toronto, ON
FM Program Performance Oversight (40%)
• Build, oversee, manage and continuously enhance an information and performance monitoring process for the FM Outsourced Providers programs (outsourced firms include Canada – SNC Lavalin O&M & US – Jones Lang LaSalle)
• Complete in-depth monthly critical reviews of all pertinent operational, service and financial aspects of the Outsourced Providers program to determine if it is meeting and/or exceeding the Service Level Agreements (SLAs) and Key Performance Metrics (KPIs) as delineated in the provisions of the Master Service Agreement. Includes but not limited to the review of both NIX and CAPEX year to date financials, variance reporting and forecasting, customer satisfaction survey results, work order metrics and trends, facility down time analysis, project tracking metrics (capital & expense projects), audit and regulatory compliance issues, FM call center performance metrics, Computerized Maintenance Management System tracking, supplier diversity spend tracking, property condition assessment reporting, energy management project and savings tracking and benchmarking analysis
• Compile robust monthly management reports that provide key performance indicator results in a qualitative, quantitative with graphical dashboard format for distribution and presentation to CRE senior/executive management. Reports are a key driver for senior management to understand and assess current performance trends and outcomes which then set the strategic direction for future goal and objective setting. The over-arching objective is to optimize the value of the FM service program and introduce continuous process improvement and innovation. Reports will include industry and peer bank benchmarking analysis of key metrics
• Investigate performance metrics that indicate the Outsource Provider is ‘not meeting’ the SLAs and KPIs and complete a root cause analysis to identify issue(s) – liaison with Outsourced Provider’s leadership team and internal contacts to identify and implement corrective actions
• Liaison with internal Corporate Real Estate support area leaders to assess the level of Outsourced Provider’s performance impact on their delivery of services (positive or negative) and investigate and address issues
•Liaison with Senior CRE Mangers and Outsourced Provider to develop annual operating and capital budgets that meet
• Identify positive or negative trends in budget to actual financials and proactively alert senior management and partner to develop solutions. Includes advisement on key risks and compliance issues.
• Act as a key resource to senior management for recommendations on emerging industry best practices or leading edge process enhancements
• Develop and oversee policies and procedures regarding accounting and operational practices implemented within the Outsourced Provider’s organization to ensure compliance with governmental and regulatory requirements
• Review business cases submitted by the Outsourced Provider for reasonableness and consistency with BMO policies and make recommendations where appropriate
• Support the Senior Managers in establishing financial targets and track the Outsourced Provider’s performance against it.
• Support overall business planning activities for the facilities management services, drawing extensively on analysis of historical trends.
FM Program Governance Support and Planning (15%)
• Provide leadership and facilitate the BMO/Service Provider Joint Monthly Service Reviews and take appropriate action where requested
• Partner with FM Senior Managesr in defining the quarterly Governance report that outlines the Outsourced Providers scorecard on ‘meeting’ or ‘not meeting’ the SLAs and KPIs of the Master Service Agreement
• Validate input for Monthly Service Review meetings with the Outsourced Provider and with Corporate Real Estate and the business partners.
• Review governance progress plans, and develop action items with collaboration with FM Senior Manager to address internal and external issues affecting the organization’s ability to deliver according to the defined plan
• Liaison with FM Senior Manager and Outsourced Provider on the development of annual operating and capital expenditures budgets and ensure adherence to Master Service Agreement Budget Planning terms and conditions
• Act as an expert resource on all financial and budgetary matters to address both internal and external stakeholder inquiries
• Provide guidance to stakeholders by recommending improvements to processes and procedures.
• Manage escalations and prioritizations from stakeholders to mitigate negative feedback and risk.
Project Management – FM Projects and Initiatives (30%)
• Actively develop project implementation plan steps, critical path timetables and resource expert services as required to complete specialized Corporate Real Estate-Facilities Management projects or initiatives as assigned by Senior/Executive Management. Assignments run the gamut from assisting Senior Managers with energy efficiency initiatives like developing and administering an RFP for provincial utility commodity contracts to supporting each step of an RFP for next generation Integrated Facilities Management Outsourced Services (both initiatives currently underway). Successful implementation of these projects will have a major positive impact on the operating expenses of the enterprise while elevating the ‘customer experience’ factor.
• Act as a key expert member of the FM Team that supports enterprise wide initiatives such as Technology & Operations ‘Transformational Productivity Initiatives’ or complete due diligence and integration planning and execution for newly acquired bank mergers and acquisitions.
• Prioritize, plan, coordinate and drive projects to ensure on-time, budget compliant delivery while maintaining high quality standards.
• Apply expert business acumen toward defining and developing project implementation strategies to maximize productivity, efficiency, performance and value.
• Build and sustain a collaborative partnership with business partners, expert resources and Outsourced Provider to maximize relationship effectiveness.
Risk Management (15%)
• Act as support interface for internal audit, providing information and explanations in response to their queries.
• Develop and oversee policies and procedures regarding accounting practices implemented with the service provider organization in order to ensure compliance to regulatory and legislative requirements i.e. SOX, OSFI.
• Ensure that the service provider’s audit and control mechanisms adhere to Bank requirements in order to protect the Bank’s assets and reputation.
• Ensure regular and precise review and audit of all spending, including evaluation of demand and consumption to ensure it is consistent with the contract, the SLA and reasonable expectations.
• Advisory – authority to provide advice, counsel and critical reporting to Senior and Executive level Corporate Real Estate Management on all operational, service and financial performance data regarding the outsourced facilities management program results. Authority to analyze current work practices and identify and implement opportunities for process improvement and innovation.
• Auditing – authority to examine all aspects of service providers work records and financials to ensure compliance with all terms and conditions of the Master Service Agreement (MSA) for Facilities Management Services. Has the authority to reject and request corrective measures on any process, procedure or report documents that do not meet defined MSA requirements. .
• Coordinating – authority to coordinate work and contact people within the service provider organization and BMOFG organization to discuss and resolve issues (i.e. OCOC, Risk and Insurance, regulatory bodies).
• Project Management – authority to project manage internal and external resources to accomplish key initiatives or projects as assigned by senior management.
• Monitoring – authority to collect or be provided with all required information from outsourced service providers or members within the Bank for the purpose of reviewing and reporting on financial performance of the outsourcing arrangements and related financial commitments and cost effectiveness.
• Has complete access to all information and records pertaining to the outsourcing arrangement.
Qualifications
Knowledge and Skills
University degree, BS in Business or MBA preferred
• Understanding of contract management and outsourcing agreements
• Expert knowledge of complex financial analysis and financial modeling
• Knowledge of Facilities and Property Management industry and practices
• Understanding and experience with business process improvements
• Understanding and experience in managing Real Estate-related regulatory compliance requirements
• Strong knowledge of Bank’s line of business structure and accounting systems
• In depth analytical thinking, problem solving and trend analysis
• Excellent computer skills in spreadsheets and data analysis applications
• Conceptual thinker
• Ability to influence senior executives and other internal and external stakeholders
• Experience presenting complex information and concepts to all levels of management
• Proven leadership skills in managing business partners and service providers
• In depth data management, analysis, benchmarking and report modeling skills
• Ability to effectively manage multiple tasks and meet critical timelines without compromising the quality, accuracy or value of the end product – strong project management skills
• Very strong oral and written communication across all levels of an organization, both internal and external
• Excellent interpersonal and relationship management skills
• Results-oriented and self-motivated with a commitment to excellence
• Builds and maintains a high performance work environment
At our company, we have been helping our customers and communities for over 195 years. Working with us means being part of a team of talented and passionate individuals with a shared focus on working together to deliver great customer experiences. We stand behind your success with the support you need to turn your potential into performance.
To find out more visit our website at
www.bmo.com/careers
.
BMO Financial Group is committed to an inclusive, equitable and accessible workplace. By embracing diversity, we gain strength through our people and our perspectives. We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.
Job
Real Estate Management
Primary Location
Canada-Ontario-Toronto
Organisation
Corporate Real Estate-X000059
Schedule
full-time
Job Posting
07/27/16
Unposting Date
08/10/16
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