The Assistant Operations Manager is responsible for overseeing the day-to-day operations of building maintenance activities, including custodial and handyman services in an academic and event support setting. This role involves supervising Cleaners, Handypersons, Engineers, and contractors, ensuring the completion of cleaning and maintenance assignments in line with established standards and procedures. The Assistant Operations Manager will also conduct walk-through rounds, provide oversight during shifts, and report status updates to leadership.
Main Job Tasks and Responsibilities:
- Workload Coordination: Monitor, inspect, and coordinate the daily, periodic, and project workloads for custodial/maintenance staff and external service providers or contractors.
- Standards Adherence: Ensure adherence to established standards and collaborate in creating new standards, working closely with administration and custodial staff to evaluate site needs, develop cleaning schedules, and recommend equipment and supplies.
- Scheduling and Resource Planning: Develop look-ahead staffing schedules, coordinate with other managers, plan resources, and collaborate with community members on upcoming event requests.
- Administrative Tasks: Complete tasks such as entering payroll data, tracking attendance, generating reports, counseling, and implementing disciplinary actions in accordance with established policies.
- Work Request Processing: Process work requests, define key tasks, estimate duration, identify constraints, and assign appropriate resources to ensure timely completion while maintaining service quality and safety.
- CMMS Management: Review daily work orders via the Computer Maintenance Management System (CMMS) program and plan, schedule, and assign work orders to employees.
- Inventory Control: Assist with inventory planning and controls, including requesting supplies and materials as needed.
- Team Leadership: Conduct team meetings and provide training as necessary to disseminate information to employees.
- Employee Evaluation: Evaluate employee performance, with input from administrators and staff, to promote professional growth and ensure productivity expectations are met.
- Safety Monitoring: Monitor safe working conditions and adherence to safety programs to ensure efficient practices and proper working habits, reporting safety hazards and repair needs as necessary.
- Customer Service: Deliver exceptional customer service when interacting with campus personnel, students, and other stakeholders.
- Research and Improvement: Continuously research new methods, supplies, and equipment to improve services.
- Facility Operations Oversight: Oversee daily operations within a higher education facility to ensure smooth and efficient functioning of all services.
- Team Coordination: Coordinate and supervise janitorial, engineering, maintenance, and event setup teams to meet the facility's needs.
- Operational Strategy: Develop and implement operational strategies and procedures in accordance with company standards and policies.
- Communication and Liaison: In the absence of the Account Director, liaise with facility administrators and staff to understand and fulfill their service requirements.
Education and Experience:
- Knowledge of facilities management practices and procedures, including maintenance functions and SOP development.
- Familiarity with contract management principles and practices.
- Understanding of applicable Federal, State, and local laws, rules, regulations, codes, and/or statutes related to the role.
- Strong relationship-building skills, able to work effectively with diverse client and employee groups.
- 3-5 years of managerial experience in cleaning, maintenance, or a related field, preferably in higher education.
- Experience in a union environment.
- Proficiency in Microsoft Office and familiarity with CMMS software.
- Excellent organization and communication skills.
- Ability to work independently or in a group and actively communicate work results.
- Proficient in multitasking and prioritizing.
- Bachelor's degree required.
- Strong background in maintenance and engineering preferred.
- Bilingual skills a plus.
Working Conditions:
- Frequent and repetitive movements involving wrists, hands, or fingers.
- Physical effort, including standing, carrying, bending, stretching, stooping, pulling/pushing, climbing stairs, and lifting weights up to 30 pounds.
- Use of dollies, hand trucks, and carts.
- Occasional requirement to work additional hours based on workload and staffing limitations.
- Perform additional activities and project support as assigned.