Operations Manager / Facilities Coordinator

Job Description

Job Description

About the Role

We are seeking a hands-on Office Operations Manager to oversee the day-to-day administrative and operational functions of our office while supporting field operations and client service activities. This role is ideal for someone who thrives in a service-driven environment and can balance office management with field and client-facing responsibilities.

The Office Operations Manager plays a critical role in keeping operations organized, responsive, and on schedules supporting payroll, scheduling, client walkthroughs, reporting, and coordination across teams and job sites.

Schedule & Work Environment

• Full-time, Monday–Friday
• Typical hours: 8:00 a.m.–5:00 p.m. or 9:00 a.m.–5:00 p.m.
• On-call availability during the week as needed
• Mix of office-based work and local travel to job sites for walkthroughs and operational support

Key Responsibilities

Office & Operations Management

• Manage daily office workflow and administrative operations
• Coordinate communication between office staff, supervisors, vendors, clients, and leadership
• Maintain organized records for contracts, invoices, reports, and documentation
• Track invoices, billing, and payment follow-ups

Payroll & Administrative Support

• Prepare, review, and support payroll processing, ensuring accuracy in hours, overtime, and documentation
• Maintain payroll records, employee files, and timesheets
• Work with accounting/finance teams on payroll and financial coordination
• Support budgeting, expense tracking, and cost control

Field Support & Client Service

• Conduct client walkthroughs, site visits, and service reviews
• Prepare follow-up reporting and ensure operational issues are resolved
• Serve as a key point of contact for client inquiries and service requests
• Support special projects, deep cleaning, and urgent service needs

Staffing & Supervision

• Assist with hiring, onboarding, and scheduling of staff
• Support frontline supervisors and field employees
• Supervise one part-time employee
• Help resolve staffing gaps and scheduling challenges as needed

Reporting & Continuous Improvement

• Prepare operational reports related to payroll, staffing, contracts, and site performance
• Track key metrics such as attendance, productivity, and service quality
• Identify opportunities to improve efficiency and workflow
• Support the proposal team by providing operational and site-related information

Qualifications

Required

• 3+ years of experience in operations, office management, facilities, custodial, janitorial, or service-based environments
• Strong Microsoft Office skills (Excel, Outlook, Word)
• Working knowledge of ADP or similar payroll/timekeeping systems
• Experience supporting payroll, scheduling, and administrative processes
• Strong communication, organization, and problem-solving skills
• Comfort working in both office and field environments
• Valid driver’s license and ability to travel locally to job sites

Preferred

• Direct experience in custodial, janitorial, or facilities services
• Experience supervising or coordinating frontline staff
• Exposure to contract management and proposal support

Ideal Candidate

The ideal candidate is organized, proactive, and detail-oriented, with the ability to manage multiple priorities in a fast-paced service environment. They are comfortable interacting with clients and employees, take ownership of follow-up items, and enjoy being a central part of daily operations.