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Manager, FF&E

Amica Support Office

Contract Full-Time ( 16 - month contract)

Amica embraces pay- for- performance compensation philosophy and offers a competitive total compensation package designed to reward performance. 

Expected Salary Range :$87,000 to $108,000

Benefits: Comprehensive health, dental, and vision coverage, retirement plan contributions, disability, and employee wellness programs. Vacation: Generous annual vacation entitlement, aligned with company policy. 

Compensation is determined based on skills, experience, and qualifications. Candidates whose experience surpasses the expectations for this role may be eligible for compensation above the advertised range. 

JOB SUMMARY

Reporting to the Senior Director, Design, the Manager, FF&E is responsible for the strategic planning, procurement, budgeting, reporting, logistics, and execution of all furniture, fixtures, equipment, artwork, and accessories across new developments, renovations, presentation centres, and capital projects.

This role provides leadership throughout the entire FF&E lifecycle, from programming and budget development through procurement, installation, project close-out, and turnover. The incumbent serves as the primary liaison between internal stakeholders, consultants, vendors, manufacturers, freight providers, and installation teams to ensure projects are delivered on schedule, within budget, and aligned with operational requirements and brand standards.

While an understanding of design principles and hospitality interiors is essential, this position is heavily focused on project management, financial oversight, procurement strategy, accounting, reporting, vendor relationships, and process optimization.

Working closely with Development, Design, Construction, Operations, Sales, Procurement, Finance, and external partners, the Manager, FF&E will manage multiple complex projects simultaneously while leading continuous improvement initiatives across FF&E procurement and delivery processes.

KEY RESPONSIBILITIES

Budgeting, Forecasting & Reporting

• Develop, manage, and oversee FF&E budgets across multiple projects and portfolios.
• Lead cost planning activities, including benchmarking, budget validation, cash flow forecasting, and contingency management.
• Monitor project expenditures, commitments, purchase orders, change orders, and invoicing to ensure financial accountability.
• Develop and maintain reporting dashboards, key performance indicators, and executive-level project updates.
• Prepare accurate and timely reports related to budget status, procurement progress, schedule performance, risk management, and forecasted variances.
• Partner with Finance and Development teams to support proformas, capital planning, and financial reporting requirements.
• Identify risks that may impact budget, schedule, or project outcomes and implement mitigation strategies.
• Process and track all related invoices.

Strategic Procurement & Vendor Management

• Develop and implement FF&E procurement strategies that align with organizational objectives, project schedules, and budget targets.
• Lead sourcing, competitive bid, and request for proposal (RFP) processes for furniture, fixtures, artwork, accessories, and related services.
• Negotiate pricing, contracts, terms, warranties, service agreements, and vendor performance expectations.
• Establish and maintain strategic relationships with manufacturers, suppliers, dealers, freight providers, warehouses, and installation partners.
• Continuously evaluate vendor performance, identify opportunities for cost optimization, and implement value engineering initiatives without compromising quality or brand standards.
• Maintain approved vendor lists and procurement standards.

Project Management & Delivery

• Develop and oversee FF&E project schedules in coordination with design, construction, and turnover milestones.
• Manage multiple projects simultaneously from design development through occupancy and project close-out.
• Coordinate consultants, vendors, internal stakeholders, and installation teams to ensure alignment with project objectives and timelines.
• Lead regular project meetings and maintain clear communication regarding scope, schedule, budget, risks, and action items.
• Monitor project progress and proactively address issues affecting procurement, logistics, installation, or occupancy dates.
• Oversee warehousing, transportation, customs, freight logistics, delivery sequencing, and installation activities.
• Lead on-site FF&E installations and turnover activities across Canada. On site presence required.
• Ensure inventory accuracy, deficiency tracking, punch list completion, and project close-out documentation.

Design Coordination & Brand Stewardship

• Review design packages, floor plans, specifications, and furniture plans to ensure complete and accurate FF&E scope.
• Collaborate with internal design teams and consultants to ensure FF&E selections align with brand standards, operational requirements, and project budgets.
• Conduct drawing coordination reviews to ensure alignment between furniture plans and electrical systems.
• Provide input on product selection, constructability, durability, maintainability, and lifecycle costs.
• Support the evolution and maintenance of FF&E standards, specifications, and design guidelines.

Process Improvement & Leadership

• Lead the development and implementation of FF&E systems, processes, templates, and best practices.
• Develop key performance metrics to evaluate procurement, logistics, installation, and vendor performance.
• Mentor, coach, and provide leadership to FF&E team members.
• Foster collaboration across Design, Development, Construction, Operations, Sales, and Finance teams.
• Support organizational initiatives and continuous improvement efforts.

• Exceptional financial acumen with demonstrated experience in budget management, forecasting, and reporting.
• Strong project management skills with the ability to manage multiple large-scale projects simultaneously.
• Advanced negotiation and vendor relationship management capabilities.
• Excellent analytical and problem-solving skills with a proactive approach to risk management.
• Highly organized with exceptional attention to detail.
• Excellent verbal, written, presentation, and communication skills.
• Ability to thrive in a fast-paced environment with evolving priorities and timelines.
• Demonstrated ability to exercise sound judgment and make data-driven decisions.

QUALIFICATIONS

• Degree in Project Management, Interior Design, Architecture, Construction Management, Supply Chain Management, Business, or a related field is an asset.
• Minimum 10 years of progressive experience in FF&E procurement, project management, hospitality design, construction, or related environments.
• Minimum 5 years of experience managing complex FF&E budgets and procurement programs.
• Demonstrated experience leading vendor negotiations, contract administration, and procurement processes.
• Proven experience managing multiple projects.
• Ability to interpret construction drawings, specifications, schedules, and consultant documentation.
• Strong understanding of hospitality, senior living, residential, or healthcare environments.
• Experience with warehousing, freight logistics, customs, and installation management.
• Proficiency with Microsoft Office Suite, including advanced Excel skills.
• Ability and willingness to travel extensively across Canada as required and work flexible hours, including evenings and weekends, during critical project phases and major installations.

 What can you expect from us?

A diverse environment where individual differences are celebrated and you're encouraged to be your best self

Collaborative environment where we work together to succeed as a team

Learning and development opportunities to help you grow

Comprehensive benefit package including RRSP matching

Office is centrally located in the financial district, on the PATH and the TTC subway line, walking distance from Union Station, and provides easy access to downtown amenities

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