Operations Manager
Full Time • Riverside
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Training & development
- Vision insurance
SUMMARY
The Operations Manager is responsible for overseeing the day-to-day business functions to ensure facilities and other support services function smoothly for Center for Transforming Lives. This position assists with the overall strategy and management that supports the business functions of CTL. Responsibilities include assisting the Director for Operations in project management, asset management, facility management, in-house IT services, continuity of voice and data systems, environmental health, safety and security, parking, vendor management, mail/courier services, landscape management, janitorial and waste services, fleet vehicle management, construction, permitting, inspections, related administrative tasks and additional duties. This position participates in the success of the organization by identifying cost savings and revenue sources; coordinating projects; evaluating business trends and making recommendations to improve operational efficiencies; participating on, and/or leading work groups and committees through strategy and operational plans while promoting a collaborative work environment; supervising assigned personnel that may include full-time and/or part-time employees, and contractors.
RESPONSIBILITIES
General
1.Contributes to providing superior customer service in whatever capacity is required in accordance with skills and training.
2.Maintains awareness of industry standards in technology and engineering and is proactive in continually acquiring knowledge in fields related to operations and facility management.
3.Knows, abides by, and if appropriate, enforces CTL Policies and Procedures.
4.Make appropriate use of Human Resources assets within the organization, and, through appropriate use of those resources, ensure compliance with all Human Resource policies and assist the organization with minimizing employer risk.
5.Promotes a unified, team-oriented atmosphere in all communications and actions.
6.Is professional in appearance, communication, and demeanor.
Management and Administration
1. Perform routine walkthroughs of properties to identify maintenance issues that need correction.
2. Support the work order system to ensure maintenance issues are being prioritized and completed in a timely manner.
3. Maintain and implement a proactive and preventive maintenance schedule for facilities.
4. Ensures facilities-related contract processes follow CTL procurement policies and procedures, as well as contract requirements of public funding granting entities.
5. Works closely with the Director for Operations to ensure vendor contracts and relations to ensure that contract requirements are fulfilled.
6. Responsible for building environmental health, safety, and security including security monitoring, access controls, fire, and burglar systems. Perform monthly safety drills as required. Maintain safe egress points at all times and identify any issues that may result in slip, trip or fall and work with internal resources and partners to correct immediately.
7. Be on call 24x7 for any facilities or safety emergencies that may arise at any CTL location.
8. Direct custodial staff to ensure buildings are always in a presentable condition.
9. Ensure buildings are up to code with all permits and inspections. This includes scheduling required inspections with vendors, providing oversight during inspections and working with city, state, and federal entities on permit renewals. Submit check requests to accounting for annual permit renewals.
10. Review inspection reports and correct deficiencies post-inspection either through internal resources or by scheduling vendors to perform work.
11. Provide 1st level internal support for servers, desktop PC’s, hardware, data, and voice systems while ensuring maximum up time for all users and systems. Maintain current asset list of PC’s, phones, and related depreciable equipment. Identify aging or out of compliance machines and budget for replacement as needed.
12. Perform forward planning to anticipate maintenance issues and associated costs. Complete annual budget process to plan for expected expenditures on all facility related items.
13. Assist with onboarding and offboarding processes for all employees including but not limited to issuing and collecting property and equipment, office and systems setup.
14. Work collaboratively with the CFO and other relevant staff to carry out daily, monthly, annual tasks of maintenance and related support systems.
15. Effectively communicates matters of significance and business impact to CFO immediately when identified.
16. Communicate regularly, professionally, and timely with CTL personnel and volunteers about IT, maintenance, and operations responsibilities.
Financial Management
1.Applies knowledge of CTL financial policies and procedures, and related documents in the function of daily, weekly, monthly, and annual responsibilities.
2.Diligently review, code, approve and submit all invoices to accounting relating to facilities and operations.
3.Work with accounts payable to ensure accuracy of coding, and timely payment.
4.Ensure all records are organized in a manner to comply with document retention policies and procedures and other governmental entities compliance requirements including but not limited to permanent agency documents, vendor management files, and other general accounting files. Securely purge records annually per the retention schedule.
5.Helps to establish and maintain proper policies, procedures and internal controls that align with accounting practices.
6.Completes budget preparation processes, as assigned.
7.Completes audit schedules, as assigned.
8.Willingly accepts and completes additional responsibilities and tasks as assigned.
Health, Safety and Risk Prevention Management
To promote safe environments, health and well-being of women and children served, and reduce the potential for risks, the Operations Manager will:
1.Use appropriate discretion and authority to enforce risk prevention and management practices and Policy and Procedure including but not limited to protected health information (PHI) and incident management. Transmit PHI in strict adherence to the organization’s confidentiality and Health Insurance Portability and Accountability Act (HIPAA) Policy and Procedure.
2.Identify and manage facilities risk, including review of worker’s compensation incidents, IT systems, budget variances, protections for participant information, and ensuring compliance with safety practices.
3.Review and approve incident reports and conduct timely Administrative Reviews in adherence to Policy and Procedure. Ensure incident notification and documentation is completed in a timely manner.
4.Support and assist the PQI Department with completion of monthly, quarterly, and annual incident data reports by ensuring timely and consistent reporting of incident and grievance data.
5.Review and analyze incident trends; identify potential exposures and possible root causes; and recommend appropriate protection measures and training to the CFO.
KNOWLEDGE, SKILLS, ABILITIES
•Completion of associate’s degree (business school, IT, Facilities or Business Operations training or certification) required.
•Five years’ facility management and business operations experience required.
•Fluent use of Windows operating systems and Microsoft Office products, including Office 365, SharePoint, OneDrive, Teams, Word, Excel, PowerPoint and Outlook required.
•Ability to learn and use any other software programs is needed in the operations of CTL programs.
The Operations Manager is responsible for overseeing the day-to-day business functions to ensure facilities and other support services function smoothly for Center for Transforming Lives. This position assists with the overall strategy and management that supports the business functions of CTL. Responsibilities include assisting the Director for Operations in project management, asset management, facility management, in-house IT services, continuity of voice and data systems, environmental health, safety and security, parking, vendor management, mail/courier services, landscape management, janitorial and waste services, fleet vehicle management, construction, permitting, inspections, related administrative tasks and additional duties. This position participates in the success of the organization by identifying cost savings and revenue sources; coordinating projects; evaluating business trends and making recommendations to improve operational efficiencies; participating on, and/or leading work groups and committees through strategy and operational plans while promoting a collaborative work environment; supervising assigned personnel that may include full-time and/or part-time employees, and contractors.
RESPONSIBILITIES
General
1.Contributes to providing superior customer service in whatever capacity is required in accordance with skills and training.
2.Maintains awareness of industry standards in technology and engineering and is proactive in continually acquiring knowledge in fields related to operations and facility management.
3.Knows, abides by, and if appropriate, enforces CTL Policies and Procedures.
4.Make appropriate use of Human Resources assets within the organization, and, through appropriate use of those resources, ensure compliance with all Human Resource policies and assist the organization with minimizing employer risk.
5.Promotes a unified, team-oriented atmosphere in all communications and actions.
6.Is professional in appearance, communication, and demeanor.
Management and Administration
1. Perform routine walkthroughs of properties to identify maintenance issues that need correction.
2. Support the work order system to ensure maintenance issues are being prioritized and completed in a timely manner.
3. Maintain and implement a proactive and preventive maintenance schedule for facilities.
4. Ensures facilities-related contract processes follow CTL procurement policies and procedures, as well as contract requirements of public funding granting entities.
5. Works closely with the Director for Operations to ensure vendor contracts and relations to ensure that contract requirements are fulfilled.
6. Responsible for building environmental health, safety, and security including security monitoring, access controls, fire, and burglar systems. Perform monthly safety drills as required. Maintain safe egress points at all times and identify any issues that may result in slip, trip or fall and work with internal resources and partners to correct immediately.
7. Be on call 24x7 for any facilities or safety emergencies that may arise at any CTL location.
8. Direct custodial staff to ensure buildings are always in a presentable condition.
9. Ensure buildings are up to code with all permits and inspections. This includes scheduling required inspections with vendors, providing oversight during inspections and working with city, state, and federal entities on permit renewals. Submit check requests to accounting for annual permit renewals.
10. Review inspection reports and correct deficiencies post-inspection either through internal resources or by scheduling vendors to perform work.
11. Provide 1st level internal support for servers, desktop PC’s, hardware, data, and voice systems while ensuring maximum up time for all users and systems. Maintain current asset list of PC’s, phones, and related depreciable equipment. Identify aging or out of compliance machines and budget for replacement as needed.
12. Perform forward planning to anticipate maintenance issues and associated costs. Complete annual budget process to plan for expected expenditures on all facility related items.
13. Assist with onboarding and offboarding processes for all employees including but not limited to issuing and collecting property and equipment, office and systems setup.
14. Work collaboratively with the CFO and other relevant staff to carry out daily, monthly, annual tasks of maintenance and related support systems.
15. Effectively communicates matters of significance and business impact to CFO immediately when identified.
16. Communicate regularly, professionally, and timely with CTL personnel and volunteers about IT, maintenance, and operations responsibilities.
Financial Management
1.Applies knowledge of CTL financial policies and procedures, and related documents in the function of daily, weekly, monthly, and annual responsibilities.
2.Diligently review, code, approve and submit all invoices to accounting relating to facilities and operations.
3.Work with accounts payable to ensure accuracy of coding, and timely payment.
4.Ensure all records are organized in a manner to comply with document retention policies and procedures and other governmental entities compliance requirements including but not limited to permanent agency documents, vendor management files, and other general accounting files. Securely purge records annually per the retention schedule.
5.Helps to establish and maintain proper policies, procedures and internal controls that align with accounting practices.
6.Completes budget preparation processes, as assigned.
7.Completes audit schedules, as assigned.
8.Willingly accepts and completes additional responsibilities and tasks as assigned.
Health, Safety and Risk Prevention Management
To promote safe environments, health and well-being of women and children served, and reduce the potential for risks, the Operations Manager will:
1.Use appropriate discretion and authority to enforce risk prevention and management practices and Policy and Procedure including but not limited to protected health information (PHI) and incident management. Transmit PHI in strict adherence to the organization’s confidentiality and Health Insurance Portability and Accountability Act (HIPAA) Policy and Procedure.
2.Identify and manage facilities risk, including review of worker’s compensation incidents, IT systems, budget variances, protections for participant information, and ensuring compliance with safety practices.
3.Review and approve incident reports and conduct timely Administrative Reviews in adherence to Policy and Procedure. Ensure incident notification and documentation is completed in a timely manner.
4.Support and assist the PQI Department with completion of monthly, quarterly, and annual incident data reports by ensuring timely and consistent reporting of incident and grievance data.
5.Review and analyze incident trends; identify potential exposures and possible root causes; and recommend appropriate protection measures and training to the CFO.
KNOWLEDGE, SKILLS, ABILITIES
•Completion of associate’s degree (business school, IT, Facilities or Business Operations training or certification) required.
•Five years’ facility management and business operations experience required.
•Fluent use of Windows operating systems and Microsoft Office products, including Office 365, SharePoint, OneDrive, Teams, Word, Excel, PowerPoint and Outlook required.
•Ability to learn and use any other software programs is needed in the operations of CTL programs.
Compensation: $73,000.00 - $90,000.00 per year
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
For more than 115 years, the Center for Transforming Lives has provided services for low-income women and children. Founded in 1907 as the YWCA® of Fort Worth and Tarrant County, early programs in the 1930s included housing, an employment bureau and childcare for working mothers. In 2015, the organization changed its name to the Center for Transforming Lives to articulate its longstanding mission more clearly.
Today, Center for Transforming Lives partners with single mothers and their children so they can thrive. To disrupt the cycle of poverty, Center for Transforming Lives applies a two-generation framework of essential services that stabilize families and education services that helps them thrive financially and emotionally.
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