Operations Manager

Job Summary:

The Operations Manager is responsible for assisting with overseeing the day-to-day operations of the building. This includes interacting with building maintenance, tenant relations, vendor coordination, staff management, and ensuring compliance with relevant laws, regulations, and company policies. The role requires a combination of leadership, problem-solving, and organizational skills to maintain a safe, secure, and well-functioning environment for residents and staff.

Key Responsibilities:

1. Building Maintenance and Facility Management:

• Assist as needed with supervision of the overall maintenance of the building’s common areas, amenities, and infrastructure.
• Ensure building engineer’s schedule and coordinate routine and emergency maintenance, including HVAC systems, plumbing, electrical, and structural repairs. Assist as needed.
• Assist as needed that cleaning, landscaping, and waste management services are taking place to ensure the property remains clean and aesthetically pleasing.

1. Vendor and Contractor Management:

• Manage relationships with third-party vendors and service providers, including contractors, cleaning services, security, and maintenance companies.
• Ensure all contracts are up-to-date, compliant with building standards, and properly executed.
• Monitor vendor performance and ensure services are delivered as agreed, addressing any service deficiencies.

1. Tenant Relations and Customer Service:

• Serve as the main point of contact for tenants and residents, addressing inquiries, complaints, and maintenance requests.
• Resolve resident concerns quickly and efficiently, fostering a positive living environment.
• Communicate building policies and procedures to residents, ensuring adherence to rules and regulations.

1. Staff Supervision and Training:

• Oversee the on-site team, including maintenance staff, janitors, security personnel, and other support staff.
• Provide leadership and guidance to staff.
• Ensure staff members are properly trained and equipped to handle their duties.
• Ensure that staff complies with all safety standards, building protocols, and legal regulations.

1. Budgeting and Financial Oversight:

• Assist with developing and manage the annual operating budget for the building, ensuring efficient allocation of resources.
• Assist with tracking and reporting on expenses, identifying areas where cost savings or efficiency improvements can be made.
• Ensure that operating costs remain within the budget while maintaining the quality of service.
• Review and approve invoices for building services and vendors.

1. Safety and Compliance:

• Ensure that the building is in compliance with all local building codes, safety regulations, and environmental laws.
• Oversee fire safety protocols, emergency evacuation procedures, and other safety measures.
• Conduct regular safety audits and drills, ensuring staff and residents are familiar with emergency procedures.
• Maintain records of inspections, permits, and safety certifications.

1. Reporting and Documentation:

• Maintain accurate records of all operational activities, maintenance requests, and incidents.
• Ensure all necessary reports are filed with local authorities, as required.

1. Strategic Planning and Improvement:

• Assess the property’s operational needs and identify opportunities for improvement.
• Recommend and implement strategies to enhance operational efficiency, reduce costs, or improve the resident experience.
• Stay updated on industry trends, technological advancements, and best practices in property management.