Operations Manager

Position Information

The purpose of this classification is to support Public Facilities operations in managing facilities management soft services to including but not limited to, janitorial services, waste management, interior and exterior decorations and renovations, landscaping and grounds maintenance, mail room management, vending, parking, pest control, and workspace management.

Job Summary

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Coordinates and supervises daily work activities of building maintenance personnel and/or contract employees; organizes, prioritizes, and assigns work; monitors status of work in progress and inspects completed work; consults with assigned staff, assists with complex/problem situations, and provides technical expertise; provides input into supervisory and personnel matters (disciplinary actions, performance appraisal, selection, etc.). Ensures compliance with all applicable codes, laws, rules, regulations, standards, policies, and procedures; initiates any actions necessary to correct deviations or violations.

Consults with department/division management or other officials to review unit operations/activities, review/resolve problems, receive advice/direction, and provide recommendations: coordinates work activities with divisions/departments, contractors, consultants, outside agencies, or others as needed; assists with development of long/short term plans, goals, policies and procedures, and objectives for assigned programs; assists in evaluating effectiveness of department operations and resources; provides input for operational budgets for assigned programs; and implements operational improvements or organizational changes as needed to insure continued quality improvement.

Coordinates property management activities including contract administration, assists in lease negotiations, property evaluation and pre-purchased inventory. Manages the vendor contract for Countywide janitorial services.

Performs routine site and customer service visits to ensure services are being performed timely and to the satisfaction of the internal customers. Responds to complaints and questions related to assigned operations. Conducts customer satisfaction surveys, develops, and implements plans for improvement.

Develops and manages Key Performance Indicators (KPI) and scorecards for managed services and meets with vendors on a regular basis to review KPIs and ensure contractors are performing all the service agreement or contract.

Manages interior and exterior improvement projects to include painting, flooring, interior decorations, landscape improvements, space planning including furniture installations and moves ensuring adherence to timelines and budgeting for assigned projects. Assists Construction Project Manager on capital projects such as remodeling, minor upgrades, and improvement as needed.

Reviews and recommends improvements in the organization's energy management, sustainability, recycling and waste management to reduce cost and waste.

Assists with budget management for the assigned area; assists in preparing annual budget documents; assists in monitoring expenditures to ensure compliance with approved budget; identifies potential over-expenditures and brings to attention of management; works with finance division to reconcile discrepancies or coordinate budget transfers; reconciles monthly credit card statements and prepares reports.

Provides information, researches problems, and initiates problem resolution; resolves situations involving complex issues or upset customers; conducts site inspections as necessary to assure good housekeeping and maintenance practices are followed relative to assigned locations.

Types, composes, transcribes, prepares, or completes various forms, reports, correspondence, lists, charts, graphs, performance evaluations, schedules, workload assessments, purchase requisitions, credit card statements, budget documents, statistical reports, billing reports, sewer allocation reports, reimbursement reports, title applications, delinquent tax lists, collection notices, agendas, meeting minutes, legal documents, or other documents.

Receives various forms, reports, correspondence, logs, lists, schedules, invoices, credit card statements, statistical data, policies, procedures, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.

Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, bookkeeping, presentation, desktop publishing, calendar, Internet, e-mail, or other programs.

Maintains file system of various files/records for the applicable programs; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents.

Communicates with supervisor, employees, other county departments, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems; Communicates and interfaces with contractors, inspectors, security officers, or other service providers to resolve problems, coordinate activities, and ensure compliance of work.

Attends various meetings as needed.

Maintains a comprehensive, current knowledge of applicable laws/regulations; reads professional literature; maintains professional affiliations; attends workshops and training sessions as appropriate.

ADDITIONAL FUNCTIONS

This classification is designated as a safety sensitive position which is subject to random drug and alcohol testing and any other drug testing methods as stated in policies adopted by Forsyth County concerning drug and alcohol.

Must carry county issued cell phone during and after scheduled working hours, responding to all communications in an expedient manner as determined by the department head.

Requires after hour availability to respond to emergency response situations.

Performs general/clerical tasks, which may include making copies, sending/receiving faxes, updating department documentation, sorting/distributing incoming mail, or processing outgoing mail.

Performs other related duties as assigned.

Minimum Qualifications

Bachelor's degree in business administration, facilities management, construction management or related field; supplemented by five (5) years of experience in facilities management operations of soft services, contract administration, operations management, project management, regulatory compliance and supervision; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must possess and maintain a valid State of Georgia driver's license.

Must be able to successfully complete a criminal justice background check through the Sheriff's Office. Certifications in Facilities Management (CFM), LEED Green Associate Certification, and Energy Management (CEM) preferred.