Assistant Operations Manager

Job Description

Job Description

Description:

The Assistant Operations Manager will assist the Operations Manager in planning, directing, coordinating, and overseeing daily facility operations to ensure organizational goals and objectives are achieved. This position serves as a developmental leadership role intended to prepare the incumbent for future advancement into an Operations Manager position within IMCBA.

The Assistant Operations Manager will gain experience and progressively assume responsibility in facilities operations, maintenance management, contractor oversight, budgeting, regulatory compliance, emergency response, AMMS administration, and personnel supervision. The Assistant Operations Manager is expected to demonstrate increasing levels of independent leadership, operational decision-making, financial accountability, personnel management, and strategic planning throughout the development period.

This role will gain experience assisting the Operations Manager and may serve as Acting Operations Manager during absences from the Downtown Campus, Mobile Operations, or other assigned locations when needed.

The Assistant Operations Manager must become proficient and successful in all responsibilities identified within this job description within two (2) years of appointment. The Assistant Operations Manager will be mentored by the Operations Manager and the Director of Operations and Engineering. This will include monthly one-on-one meetings with the Operations Manager and quarterly development meetings with the Operations Manager and Director of Operations and Engineering.

A one-year progress review will be conducted by the Operations Manager, Director of Operations and Engineering, and Assistant General Manager to evaluate progress, leadership development, and readiness for future Operations Manager responsibilities.

To be eligible for this position, the candidate must currently hold a supervisory-level position.

Supervisory Responsibilities

• Participates in interviewing, hiring, onboarding, and training new employees.

• Assists in organizing, assigning, and overseeing schedules and work activities of assigned operations and maintenance staff.

• Assists with employee performance evaluations and provides timely and constructive feedback to the Operations Manager.

• Assists with employee coaching, counseling, corrective actions, discipline, and termination procedures in accordance with company policy and applicable regulations.

• Promotes employee development through mentoring, cross-training, and succession planning.

• Promotes and ensures consistent utilization of AMMS by operations and maintenance staff through training, coaching, accountability, and performance monitoring.

• Serves as Acting Operations Manager when assigned.

Duties and ResponsibilitiesOperations and Maintenance

Assist in planning and executing building maintenance, alteration, repair, and operational programs for all facilities under assigned responsibility.

• Support all mechanical, electrical, plumbing, HVAC, building automation, carpentry, painting, grounds, and infrastructure systems.

• Assist in ensuring the operational efficiency, reliability, and capacity of all building systems.

• Assist in developing and implementing preventive maintenance, predictive maintenance, and reliability-centered maintenance programs.

• Participate in root cause analysis of equipment failures and implementation of corrective actions.

• Monitor AMMS work order completion rates, preventive maintenance compliance, labor utilization, maintenance backlog, asset reliability, and operational performance indicators.

Customer Service and Leadership

• Act as a role model for superior customer service to tenants, stakeholders, visitors, and partner agencies.

• Assist in resolving facility-related concerns in a timely and professional manner.

• Build and maintain productive working relationships with tenants, contractors, vendors, and regulatory agencies.

Duties/Responsibilities:Contractor and Vendor Management

• Assist with administration and oversight of contractor and vendor service agreements.

• Assist in managing outside contractor/vendor contracts to ensure contractor performance meets contract requirements and organizational expectations.

• Review contractor work performance, service reports, and invoices for accuracy and compliance.

CMMS / AMMS and Asset Management

• Utilize and support the Computerized Maintenance Management System (CMMS/AMMS) to track work orders, preventive maintenance activities, assets, labor utilization, inventory, equipment history, and maintenance performance metrics.

• Assist in the administration and continuous improvement of AMMS to support maintenance planning, asset management, regulatory compliance, labor tracking, inventory control, and operational reporting.

• Assist with AMMS reporting, analysis, dashboard development, data integrity, and continuous improvement initiatives.

• Ensure maintenance activities, inspections, and asset records are accurately documented within AMMS.

• Support development of maintenance performance metrics, AMMS dashboards, work order KPIs, preventive maintenance compliance reporting, and operational performance reporting.

Utility and Infrastructure Operations

• Assist the Operations Manager in monitoring water treatment, fire suppression systems, chillers, boilers, cooling towers, elevators, generators, and other critical infrastructure systems.

• Assist in analyzing monthly utility consumption and identifying operational improvements to increase efficiency and reduce costs.

• Support utility conservation initiatives and energy management programs.

Safety and Regulatory Compliance

• Assist in ensuring compliance with OSHA, EPA, NFPA, ASHRAE, local building codes, environmental regulations, and all applicable governmental requirements.

• Participate in regulatory inspections, audits, and corrective action planning.

• Coordinate and support site safety programs while ensuring compliance with company safety policies and procedures.

• Assist with preparation and submission of reports required by regulatory agencies.

Budgeting and Financial Management

• Assist in monitoring expenses, preparing operating and capital budgets, and analyzing financial reports.

• Assist in identifying cost-saving opportunities and operational efficiencies.

• Support budget forecasting and variance analysis activities.

Capital Projects and Facility Planning

• Assist with planning, coordination, and oversight of capital improvement projects and facility upgrades.

• Participate in project meetings, contractor coordination, commissioning activities, and project closeout processes.

• Assist in facilities planning, space allocation studies, and cost estimation efforts.

Emergency Response and Business Continuity

• Participate in emergency response planning and preparedness activities.

• Assist in coordinating responses to equipment failures, utility outages, severe weather events, security incidents, and other emergencies.

• Serve in an incident command support role during emergency situations.

• Assist in maintaining business continuity and operational recovery plans.

Administrative Responsibilities

• Develop and review Key Performance Indicators (KPIs) including work order completion rates, preventive maintenance compliance, emergency work percentages, maintenance backlog, labor utilization, asset reliability, and utility consumption metrics.

• Prepare operational reports, maintenance performance reports, utility reports, and executive summaries.

• Initiate and review purchase requisitions and procurement requests.

• Coordinate with supervisors to ensure maintenance activities and operational objectives remain on track.

• Fill in for Operations Managers at other campuses when required.

• Remain informed of industry’s best practices, technologies, regulations, and operational trends.

Requirements:

Required Skills

• Excellent managerial and supervisory skills.

• Extensive knowledge of facilities operations and maintenance management.

• Knowledge of HVAC, electrical, plumbing, building automation, life safety, and utility systems.

• Knowledge of preventive maintenance, predictive maintenance, and reliability-centered maintenance principles.

• Strong problem-solving and decision-making abilities.

• Ability to interpret financial and operational data.

• Excellent organizational skills and attention to detail.

• Excellent written and verbal communication skills.

• Ability to interpret engineering and architectural drawings.

• Ability to interpret project schedules and construction timelines.

• Proficiency with Microsoft Office Suite, AMMS (Asset Management Maintenance System), Outlook, HRIS systems, reporting tools, and maintenance management software.

• Familiarity with OSHA, EPA, NFPA, and environmental regulations.

• Ability to multitask and function effectively in a fast-paced environment.

• Knowledge of various trades, maintenance procedures, and building systems.

• Knowledge of Building Authority policies, standards, and procedures.

Education

· Bachelor’s degree in Engineering Technology, Facilities Management, Construction Management, Business Management, Mechanical Engineering Technology, or related field; equivalent experience may be considered.

• Minimum five (5) years of progressively responsible experience in facilities, maintenance, utilities, or operations management.

• Supervisory experience preferred.

• Demonstrated experience utilizing AMMS or similar Computerized Maintenance Management Systems (CMMS) for work order management, preventive maintenance scheduling, asset tracking, reporting, and operational analysis preferred.

Preferred Certifications

• CPMM – Certified Public Infrastructure Maintenance Manager

• FMP – Facilities Management Professional

• CFM – Certified Facility Manager

• OSHA 30-Hour Certification

• Training or certification in Asset Management, CMMS/AMMS Administration, Reliability-Centered Maintenance (RCM), or Maintenance Planning and Scheduling

• Relevant HVAC, Electrical, Plumbing, or Trade Certifications

Competencies Required to be Successful

1. Technical Skills

2. Leadership and Accountability

3. Solid Work Ethic

4. Positive Attitude

5. Team Player

6. Self-Motivated

7. Effective Communicator

8. Strategic Thinking

9. Customer Focus

10. Adaptability and Continuous Learning

Work Environment

· This position requires work outside in extreme weather conditions

· This position requires working independently, as well as part of a team

· This position requires verbal and face-to-face contact with others daily

· This position requires the use and knowledge of maintenance tools.

AAP/EEO Statement

IMCBA is committed to being an equal opportunity employer. Company policy is to offer equal opportunity to all qualified employees and applicants for employment without regard to race, color, religion, national origin, sex, age, veteran status, disability or any other category protected by applicable federal, state or local laws. This policy is applicable to recruitment, hiring, rates of pay, job assignments, promotion, training, discipline, and all other terms and conditions of employment.

Reasonable Accommodations

IMCBA complies with the Americans with Disabilities Act (ADA) and the ADA Amendments Act (ADAAA). As such, IMCBA will make reasonable accommodation for known physical or mental disabilities of a qualified and disabled applicant or employee, unless the accommodation would cause an undue hardship on the operations of the company. Because the need for accommodation is often not apparent, it is the responsibility of the employee to request accommodation. Requests should be made to the Human Resources Department. The individual should identify what accommodation he or she believes is needed to perform the essential functions of the job. Employees may be asked to provide medical evidence to support the need for the requested accommodation. Please contact the Human Resource Department with any questions or requests for accommodation.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.