Operations Manager

Salary: $70,000 - $95,000

Summary: The Operations Manager is a pivotal role within the Operations Department, providing essential support to the Vice President of Operations and ensuring the seamless execution of departmental initiatives. This position involves managing day-to-day activities, managing projects, optimizing operational processes, supervising maintenance workers/Operations Coordinators, and facilitating the work order system. This role requires excellent organizational, problem-solving, and communication skills, as well as the ability to manage multiple tasks and priorities. The successful candidate will work collaboratively with cross-functional teams to optimize operational workflows, improve performance, and contribute to the organization's overall success.

Project Management

• Collaborate with the VP of Operations to plan, organize, and track various operational projects, ensuring they align with departmental goals and objectives.

• Manage daily operational activities, including scheduling, resource allocation, and task prioritization.
• Manage relationships with vendors and suppliers, negotiate contracts, and ensure timely deliveries of goods and services.
• Manage project execution, collaborating with cross-functional teams for successful completion
• Ensure project outcomes meet quality standards and specifications

Work Order System Facilitation

• Manage and facilitate the work order system, ensuring efficient processing, assigning tasks, and tracking completion to maintain operational efficiency.
• Conduct periodic audits and assessments of system usage and task completion.

Data Analysis

• Collect, analyze, and report on data related to operations, performance metrics, and KPIs to drive informed decision-making.
• Assist in budget planning, monitor expenses, and provide financial analysis support to the VP of Operations.
• Collaborate with the departments to resolve project/operational discrepancies.

Risk Mitigation

• Identify potential risks and issues in facilities, safety, and operations.
• Develop and implement risk mitigation strategies and action plans to mitigate potential disruptions and minimize the impact on the organization.
• Advise senior management on risk management decisions.

Supervision and Leadership

• Oversee the daily activities of supervisees, ensuring timely completion of tasks and adherence to safety protocols.
• Provide guidance and mentorship.
• Foster collaboration among team members for streamlined operations & project success
• Foster a culture of compliance and safety excellence within the department.

Communication

• Act as a liaison between the VP of Ops and departmental teams, facilitating clear and efficient communication and collaboration.
• Collaborate with various departments, programs, finance, and procurement, to ensure cross-functional alignment.
• Serve as the primary point of contact for internal/external partners and regulatory agencies.

Documentation and Reporting

• Maintain records, reports, and documentation, ensuring accurate and up-to-date information is readily accessible.
• Prepare and present reports to senior management and the Board of Directors as needed.
• Develop, implement, and monitor operational policies, procedures, and systems to ensure efficiency and effectiveness.

Continuous Improvement

• Identify opportunities to streamline facilities processes, improve compliance efforts, and enhance billing accuracy.
• Continuously evaluate and improve processes, identifying opportunities for increased efficiency and cost reduction.
• Identify opportunities for process optimization, streamline operational workflows, and suggest improvements.
• Implement best practices to enhance operational efficiency.

Qualifications:

• Bachelor’s degree in business administration, operations management, or a related field.
• At least 2 years in a supervisory role.
• Proven experience in project coordination, data analysis, operations support, supervision of maintenance workers, and work order system facilitation.
• Excellent negotiation and communication skills (written & verbal), with the ability to build strong relationships with internal/external stakeholders.
• Strong organizational and time management skills, with the ability to manage multiple tasks and meet deadlines.
• Proven track record of delivering cost savings and processing improvements through strong analytical and problem-solving abilities.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and proficiency in relevant software and tools.
• Detail-oriented, proactive, and able to work independently. Strong leadership and team management skills.

Physical & Mental Demands:

Ability to multi-task in a high-demand and interactive environment, with high-quality results. Ability to work in an environment with tight deadlines and a high level of accountability.

Willing and able to work a flexible schedule to meet operational needs.