What are the responsibilities and job description for the Office Operations Manager position at Central Point Partners?
Position Summary
The Office Operations Manager oversees and manages the daily operations of the mailroom, print shop, security, emergency evacuations, environmental health and safety (EHS), life safety, business continuity, and other facilities-related functions. This role is responsible for ensuring efficient workflows, compliance with safety regulations, and the seamless operation of office facilities.
Key Responsibilities
Security
Oversee all security operations, including the management of security contractors and building security systems (e.g., access control, surveillance cameras).
Develop, implement, and monitor office security protocols to safeguard employees, physical assets, and confidential information.
Conduct regular reviews and updates of security measures to address evolving risks and ensure compliance with industry standards.
Emergency Evacuations
Develop, maintain, and regularly update comprehensive emergency evacuation plans and procedures for various scenarios (e.g., fire, natural disasters, active threats).
Plan and execute regular evacuation drills in coordination with building management, ensuring compliance with safety regulations and employee preparedness.
Act as the primary point of contact during emergencies and ensure all staff are trained on evacuation protocols.
Environmental Health and Safety (EHS)
Ensure full compliance with applicable EHS regulations, standards, and best practices, fostering a safe and healthy work environment.
Conduct routine safety inspections and audits, promptly addressing any identified hazards or compliance gaps.
Design and implement safety policies, standard operating procedures, and employee training programs to promote awareness and adherence.
Monitor and report on EHS performance metrics to drive continuous improvement in workplace safety.
Business Continuity
Develop, implement, and maintain robust business continuity plans, ensuring organizational readiness for disruptions or emergencies.
Conduct comprehensive risk assessments and gap analyses to identify vulnerabilities and areas for improvement in continuity planning.
Coordinate cross-departmental efforts to align business continuity strategies with operational goals and critical dependencies.
Lead periodic reviews, updates, and testing of business continuity plans to ensure their effectiveness.
Mail Operations & Service Center
Provide leadership and management for the on-site service center team, ensuring high performance and customer satisfaction.
Supervise the accurate receipt, sorting, and timely distribution of all incoming and outgoing mail and packages.
Oversee small batch print operations, including high-quality printing, copying, and binding services for internal office needs.
Maintain and troubleshoot printing equipment, manage supply inventories, and implement process improvements to enhance service efficiency.
Facilities Management
Assist with day-to-day facilities management tasks, such as coordinating space planning, maintenance requests, and vendor relationships.
Support office projects, including construction, technology upgrades, or operational initiatives, ensuring timely delivery and minimal disruption.
Act as a liaison with building management to address facility-related issues and uphold office standards.
Support facilities budgets, ensuring cost efficiency without compromising quality or safety.
Sustainability
Lead efforts to achieve and maintain certifications such as LEED, WELL, or other recognized sustainability standards for the office.
Collaborate with vendors and building management to identify and implement energy-efficient, waste-reduction, and environmentally friendly practices.
Monitor and report on sustainability metrics, ensuring alignment with organizational environmental goals.
Develop and promote office-wide sustainability initiatives, such as recycling programs, green procurement policies, and employee awareness campaigns.
Qualifications
Bachelor's degree in business administration, Facilities Management, or a related field.
8-10 years of experience in office operations, safety / security / EHS, or facilities management, or a similar role.
Exceptional organizational and multitasking abilities, with the capacity to manage multiple priorities effectively.
Strong communication and interpersonal skills, including confidence in delivering presentations and conducting training sessions for large groups.
In-depth knowledge of Environmental Health and Safety (EHS) regulations and safety standards.
Proficient in Microsoft Office Suite and experienced with facilities management software.
Skilled in managing security systems, access controls, and protocols.
Well-versed in business continuity planning, risk management, and mitigation strategies.
Proven ability to lead, inspire, and motivate teams to achieve goals.
Excellent problem-solving and decision-making capabilities, even in high-pressure situations.
Thorough understanding of emergency response procedures and life safety systems.
Demonstrated ability to remain calm and composed while managing emergencies.
Familiarity with software tools such as SAI360, CCURE, or Wizard is a plus.
Working Conditions
Contract to hire
Hybrid operating model possible depending on work
Occasional after-hours work may be required for emergencies or special projects.
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