Job Summary: The Operations Manager contributes to Community Action Marin’s (CAM’s) mission by managing agency-wide efforts related to facilities, communications, procurement, disaster/emergency preparedness and transportation as well as daily operational functions. This individual directly oversees CAM’s central office services and supports eight program sites by providing instruction/guidance on agency-wide best practices and direct support on projects that support business operations. The Operations Manager works in close partnership with the Compliance team to ensure CAM’s facilities and operational procedures are aligned with funding regulations and requirements.
Primary Responsibilities:
Systems & Process Building
In partnership with the Director of Operations and Compliance team help build systems and processes that support operational excellence
Field questions and propose solutions to operational challenges in consultation with the Director of Operations
Create organizational tools to help track and monitor facility needs, working in close partnership with the Facility Manager and facility team
Draft communications related to facility/operational projects to inform wider team
Create tracking systems – leases, contracts, insurance requirements, etc.
Lead in creating a preferred vendor list
Management & Supervision
Manage agency-wide work order request process by ensuring requests for services/supplies are responded to promptly; route and track requests to ensure completion.
Manage agency inventory system that includes capital items (e.g., vehicles, furniture, appliances) and consumable items (office, program site supplies).
Manage an Operations Coordinator tasked with the daily responsibilities of office/site support.
Manage janitorial staff whose focus is on children’s learning center sites.
Develop and provide training to new staff related to the resources that the Operations team provides/supports.
Attend weekly Operations meetings, tracking projects and next steps
Communicate with vendors/suppliers to ensure contracts remain up to date and active
Emergency & Disaster Preparedness
In partnership with the Director of Operations create and augment resources for training in disaster/emergency preparedness agency-wide; lead training/learning efforts for staff in the central office; be recognized as an expert in emergency/disaster preparedness efforts across the agency.
Facilitate and support disaster/emergency preparedness efforts at program sites, working closely with the Director of Site Support to create/reinforce best practices.
Update and track emergency & disaster preparedness policies/procedures.
Facilities Operations
Monitor program sites using operations checklist to identify and track facility needs, including preventative maintenance.
Act as Project Manager for various facets of the agency’s upcoming move to a new central office location slated for early 2025.
Technology & Admin Functions
Manage the agency’s SharePoint platform by monitoring permissions, responding to access requests, and sharing best practices for use.
Update and maintain content for the Operations department’s SharePoint site.
Monitor use of agency’s networked printer fleet and ensure the most effective use of these resources throughout the organization.
Manage access systems and back up key resources for all locations.
Additional tasks as assigned.
BA degree or higher in Business Administration or related field or equivalent experience.
Advanced proficiency working in a Microsoft365 environment.
Ability to work collaboratively with others.
Strong organizational skills
Ability to problem solve, identify issues, and give constructive feedback to staff.
Deep understanding – and ability to articulate – the role equity, inclusion, and diversity plays in our work.
Fluency in written and spoken Spanish is preferred.
Physical Requirements
Bend: flexion of the upper trunk forward while standing and knees extended, or knees flexed when sitting.
Lift: exertion of physical strength to move objects 10-25lbs from one level to another
Carry: hold or rest weighted objects 10-25lbs directly on hands, arms, shoulders or back while moving from one location to another.
Climb: ascend/descend with gradual or continuous progress, using both hands and feet.
Push: exertion of force on or against an object (weight/size) to move it from one location to another.
Feel: perceiving attributes of objects, such as size, shape, temperature, or texture by touching with skin.