Director of Operations

Primary Function:

The Director of Operations will oversee the day-to-day activities of the production/administration departments, ensuring that the organization is managed and performing efficiently and effectively.

Reports To:

     President/CEO

Responsibilities:   

1. Organization Support
   • Member of Senior Management team
   • Member of Quality Team
   • Member of Safety Team
2. Finance Administration
   • Peer review and approve billings
   • Review and vet weekly payroll
   • Review and reconcile Accounts Receivable
3. Human Resources
   • Participates in the hiring and training of production manager and staff.
   • Organizes and oversees the work and schedules of production staff.
   • Conducts performance evaluations for production team that are timely and constructive, and recommends appropriate rewards (salary adjustment, bonus, promotion, layoffs, transfers, training, disciplinary actions, etc.)
   • Handles discipline and termination of employees as needed and in accordance with company policy.
   • Support creation of onboarding and core curriculum training programs for each production and administration role.
   • Oversee training implementation, review progress, and assess additional training needs.
   • Implement a mentorship program within areas of responsibility to insure personnel development and growth.
4. Corporate and Regional Planning
   • Support the firm’s organizational chart.
   • Ensures subordinate managers and employees understand the direction, goals, and control of the corporation and the regional office.
   • Monitor owner and consultant decisions affecting department’s work.
   • Helps President and Department Heads establish a yearly budget for each department.
     • Measures
       1. Verifiability of corporate and regional goals (quantity, quality, cost, time dimensions of goals are specified.)
       2. Comprehension and acceptance of goals by employees
5. Production Coordination
   • Support sales team in New Project Data Sheet (NPDS) Request process; manpower hour calculations
   • Peer review of New Project Data Sheet (NPDS) before final entry and distribution
   • Coordination of production team travel schedules for maximum impact.
   • E-Builder oversight – compliance, deliverable entry, timeline updates, etc.
   • Negotiations with contractors as need
   • Close client interface and communication
   • Problem resolution; support and guidance to PM team as well as direct communication with client, contractor, etc. as required to get the desired result. 
6. Supervision of Project Administration
   • Reviews and approves plans, programs, and budgets prepared by the Project Managers.
   • Schedules and sets priorities of projects within the departments
   • Assures that the department has the appropriate staff and expertise to complete projects
   • Agrees with work to be done; assures that staff members are assigned to each project and other personnel matters within the departments
   • Supervises the project activities assigned to the departments to assure that they conform to the work plan and that the firm’s standards are being met.
   • Look for ways of meeting project needs more effectively.  Recommends new or changed approaches for the Department Heads and Project Managers.
   • Responds to needs of Department Heads and Project Managers; assigns priorities, expands total staff as needed to meet project demands, may recommend adjustment in project staffing to use the department’s staff more efficiently.
   • Attempts to maintain a continuing balance between department’s needs and project requirements.   Work with Department Heads and Project Managers to schedule individual staff so they are not overloaded or under loaded.
   • Helps to make departmental decisions recognizing their impact on project requirements and priorities.  
   • Monitors the progress of all project tasks assigned to the departments
   • Monitor the man-hours spent by the departments to ensure that a high percentage of hours are chargeable to projects.
   • See that the needs of the clients are met by maintaining frequent contacts with clients; debriefs and critiques project performance.
   • Helps maintain established schedules and budget margins
   • Monitor performance of and assist Division Managers and Project Managers to ensure project results are consistent with the firm’s policies, procedures, and standards
   • Interface with the Division Managers to develop harmonious staff and design services

• Measures/Manages
  1. Number of new projects
  2. Total billing of new projects
  3. Actual expenses vs. budgeted
  4. Actual time spent vs. budgeted
  5. Time schedule (progress and completion)
  6. Client satisfaction (may be qualitative measures; occasional visits with clients by President)

1. Company Operations & Processes (removed long listing of phases)
   • Develops and demonstrates understanding of company operations and processes (administration & production)

1. Special Projects and Assignments
   • Assumes responsibility for special assignments delegated by the President/CEO.

Qualifications:

1. Degree in Architecture or Engineering and/or Business Administration
2. AIA or PE Certification preferred
3. 6 years prior Industry Project Management experience with a minimum of 3 years industry experience in supervising project managers.
4. Preferred experience in Restoration, Roofing, Paving, and/or Non-Destructive Testing
5. Good communication skills to effectively work with Clients from beginning design to post construction.
6. Knowledgeable in construction, such as industry standards, materials, codes, contracts, bidding processes, etc.
7. Knowledge of project management process as it relates to the business.
8. Knowledge and experience in field inspection.
9. Skills to write technical reports and letters.
10. Desire to pursue continuing education and certification programs (CSI, RCI, RIEI, ACI, NSPE).