Office Operations Manager
Office Operations Manager
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$ 104000 - 141000
1 Vacancy
Job Description
Department Overview
The facilities team is a multifaceted department responsible for ensuring the smooth operation and maintenance of the physical environment. This team oversees building maintenance ensuring all structural HVAC plumbing and electrical systems are functioning optimally. Janitorial services maintain cleanliness and hygiene throughout the facility. Conferencing services manage meeting spaces including set up scheduling and technical support for large and small events. Security ensures the safety of the facility and its occupants through surveillance and access control. Business continuity plans are developed to ensure operations can continue during disruptions. Environmental Health and Safety (EHS) ensures compliance with health safety and environmental regulations and guidelines including evacuations and emergency protocols. The print shop manages inhouse printing services while the mail room handles the receipt sorting and distribution of mail and packages. The facilities team also manages renovations and projects for building enhancement and maintenance ensuring timely and budgetcompliant completion. Together these functions support the overall business objectives and ensure a wellmaintained safe and efficient facility.
Position Summary
The Office Operations Manager oversees and manages the daily operations of the mailroom print shop security emergency evacuations environmental health and safety (EHS) life safety business continuity and other facilitiesrelated functions. This role is responsible for ensuring efficient workflows compliance with safety regulations and the seamless operation of office facilities.
Key Responsibilities
Security:
- Oversee all security operations including the management of security contractors and building security systems (e.g. access control surveillance cameras).
- Develop implement and monitor office security protocols to safeguard employees physical assets and confidential information.
- Conduct regular reviews and updates of security measures to address evolving risks and ensure compliance with industry standards.
Emergency Evacuations:
- Develop maintain and regularly update comprehensive emergency evacuation plans and procedures for various scenarios (e.g. fire natural disasters active threats).
- Plan and execute regular evacuation drills in coordination with building management ensuring compliance with safety regulations and employee preparedness.
- Act as the primary point of contact during emergencies and ensure all staff are trained on evacuation protocols.
Environmental Health and Safety (EHS):
- Ensure full compliance with applicable EHS regulations standards and best practices fostering a safe and healthy work environment.
- Conduct routine safety inspections and audits promptly addressing any identified hazards or compliance gaps.
- Design and implement safety policies standard operating procedures and employee training programs to promote awareness and adherence.
- Monitor and report on EHS performance metrics to drive continuous improvement in workplace safety.
Business Continuity:
- Develop implement and maintain robust business continuity plans ensuring organizational readiness for disruptions or emergencies.
- Conduct comprehensive risk assessments and gap analyses to identify vulnerabilities and areas for improvement in continuity planning.
- Coordinate crossdepartmental efforts to align business continuity strategies with operational goals and critical dependencies.
- Lead periodic reviews updates and testing of business continuity plans to ensure their effectiveness.
Mail Operations & Service Center:
- Provide leadership and management for the onsite service center team ensuring high performance and customer satisfaction.
- Supervise the accurate receipt sorting and timely distribution of all incoming and outgoing mail and packages.
- Oversee small batch print operations including highquality printing copying and binding services for internal office needs.
- Maintain and troubleshoot printing equipment manage supply inventories and implement process improvements to enhance service efficiency.
Facilities Management:
- Assist with daytoday facilities management tasks such as coordinating space planning maintenance requests and vendor relationships.
- Support office projects including construction technology upgrades or operational initiatives ensuring timely delivery and minimal disruption.
- Act as a liaison with building management to address facilityrelated issues and uphold office standards.
- Support facilities budgets ensuring cost efficiency without compromising quality or safety.
Sustainability:
- Lead efforts to achieve and maintain certifications such as LEED WELL or other recognized sustainability standards for the office.
- Collaborate with vendors and building management to identify and implement energyefficient wastereduction and environmentally friendly practices.
- Monitor and report on sustainability metrics ensuring alignment with organizational environmental goals.
- Develop and promote officewide sustainability initiatives such as recycling programs green procurement policies and employee awareness campaigns.
Qualifications:
- Bachelors degree in business administration Facilities Management or a related field.
- 810 years of experience in office operations safety/security/EHS or facilities management or a similar role.
- Exceptional organizational and multitasking abilities with the capacity to manage multiple priorities effectively.
- Strong communication and interpersonal skills including confidence in delivering presentations and conducting training sessions for large groups.
- Indepth knowledge of Environmental Health and Safety (EHS) regulations and safety standards.
- Proficient in Microsoft Office Suite and experienced with facilities management software.
- Skilled in managing security systems access controls and protocols.
- Wellversed in business continuity planning risk management and mitigation strategies.
- Proven ability to lead inspire and motivate teams to achieve goals.
- Excellent problemsolving and decisionmaking capabilities even in highpressure situations.
- Thorough understanding of emergency response procedures and life safety systems.
- Demonstrated ability to remain calm and composed while managing emergencies.
- Familiarity with software tools such as SAI360 CCURE or Wizard is a plus.
Working Conditions:
- Fulltime position with standard office hours.
- Hybrid operating model possible depending on work
- Occasional afterhours work may be required for emergencies or special projects.
This role is based in our Washington D.C. A reasonable rate of compensation for this position is between $104000$141000 per year.
Required Experience:
Manager
Employment Type
Full-Time
