Manager, Operations

Job Description

Summary of Position

A mid-size division of a publicly held company seeks an Operations Manager. The position helps ensure the efficient and smooth running of ongoing functions and supports the management of the day-to-day operations of its southeastern San Fernando Valley located offices.

Responsibilities
• Manage and track activities and workflows of operations staff;

• Oversee and note various aspects of operations such as the labor hours of operations staff, equipment, supplies, expenses;

• Administer, direct and confirm completion of daily housekeeping tasks to maintain a clean and safe work environment and to ensure suitable tidiness;

• Evaluate space needs, direct office assignments, and prepare workstations;

• Liaise with other departments regarding office needs for staff, storage, and production shoots;

• Track the purchase, distribution, upkeep and disposal of craft services, office supplies, and equipment;

• Oversee visitor tracking and needs, including space reservation requests, and ensure cleanliness and presentability of each space;

• Ensure protocols are in-place to satisfy client security requirements and update logs accordingly;

• Oversee mail and package collection, create labels, and coordinate drop-off of outgoing mail;

• Execute occasional company-wide communication, assist with planning and execution of company events;

• Serve as point of contact for subleasees regarding operational, building, and IT issues;

• Memorialize best practices and procedures, and make all ongoing updates to the department record book;

• Perform special projects/tasks as assigned by management.

Building Operations
• Manage facility needs and oversee safety compliance for office spaces;

• Liaise with building management and day porter related to building needs and repairs;

• Schedule and plan operational needs for afterhours and on holidays;

• Administer security systems, including hardwired cameras, cloud-based cameras, keycards, door keys, alarm system, and door keypads;

• Coordinate building closures and system outages with building management;

• Respond to after-hours facilities-related emergencies and decide appropriate course of action to resolve problems;

• Coordinate response efforts to after-hours facilities-related emergencies and determine appropriate course of action to resolve issues;

• Perform annual hazard inspection and execute application corrections.

Vendor Management
• Evaluate, oversee, and liaise with vendors/service providers and vet the quality of services and timely completion of projects;

• Process vendor invoices and track billing and contract dates;

• Review and analyze written proposals from vendors/service providers and make recommendations to signer of agreements;

• Maintain offsite storage database, schedule document drop-offs, pickups, and coordinate yearly document destruction.

Database Administration
• Regularly enter, track and evaluate various information collected and maintained on company databases regarding equipment maintenance (preventive and corrective maintenance) and other company assets;

• Maintain database to track employee start and wrap dates, equipment assignments, and account access;

• Administrate operational systems such as keycards, telephone and voicemail software, cameras, alarms, and door codes.

Qualifications and Skills
• Must have exceptional logistics skills and must be experienced with logistical challenges;

• Must have personnel management experience (2-3 years with experience in creating work schedules for no less than a five-person staff);

• Must be able to balance competing demands in a very busy environment with flexibility to accommodate last minute changes and demands from multiple sources while maintaining professionalism and composure;

• Must be cooperative and tactful style with professional, upbeat, and pleasant manner; ''roll up your sleeves'' team-player work style;

• Must be able to make visual-spatial evaluations and quickly direct office space assignments and prepare workstations for an ever-changing work force;

• Must be detail-oriented in inspecting, evaluating, and documenting the physical conditions of property for safety, cleanliness, and needed maintenance;

• Must have first-rate written and verbal communication skills;

• Should be able to review, synthesize, assess, and apply information from multiple sources to oversee/ensure optimal functionality of building systems (e.g., HVAC, fire/life safety equipment, security and surveillance systems);

• Should have effective and clear communication skills (written and verbal) that conveys appropriate tone to different constituents;

• Should be adept in basic Microsoft Office applications including Word, Excel, Outlook and other data programs that are used to arrange data;

• Bachelor's degree preferred;

• Able to understand and interpret documents such as building floor plans and office layouts is a plus;

• Knowledge of electrical schematics and carpentry is a plus.

Physical Requirements
• Able to sit for lengthy periods, stand for long periods, walk quickly and climb stairs;

• Able to climb ladders both indoors and outdoors in all weather conditions;

• Able to physically inspect property at various heights;

• Able to lift objects up to 40 lbs.

Compensation

$80,000 - $100,000

EEO Statement

Nearest Major Market: Los Angeles

Jobcode: Reference SBJ-rzxpnq-18-219-10-176-42 in your application.