Operations Manager- Fleet & Facilities

Job Description

Job Description

The Operations Manager – Fleet & Facilities provides strategic and operational leadership for MACC's Fleet and Facilities functions across all locations. This position is responsible for developing systems, policies, and standard operating procedures that ensure safe, efficient, and consistent operations. The Operations Manager oversees fleet and facilities personnel, manages budgets and vendor relationships, drives continuous process improvement, and ensures compliance with organizational policies and regulatory requirements. Working closely with Program Leadership, PMO, IT, Finance, and Business Services, this role supports organizational growth by ensuring reliable facilities, an efficient fleet, and high-quality operational services.

Responsibilities
• Develop and implement short- and long-term operational strategies for Fleet and Facilities, including departmental objectives, KPIs, annual work plans, and performance measures.
• Assume primary responsibility for the day-to-day management of MACC's fleet operations, including vehicle assignments, availability, maintenance, inspections, registrations, insurance, fuel cards, GPS systems, and fleet records.
• Manage preventive maintenance schedules, coordinate vehicle repairs with approved vendors, and maintain safe, reliable, and operationally ready vehicles.
• Monitor fleet utilization, vehicle condition, operating costs, and downtime, and make recommendations regarding vehicle assignments, replacement, acquisition, or disposal.
• Direct the lifecycle management of fleet vehicles, facilities, and organizational assets, including replacement planning, capital improvement recommendations, and annual asset inventories.
• Oversee Fleet and Facilities vendors, negotiate service agreements, coordinate competitive bidding and RFPs, monitor vendor performance, and maintain compliance with contractual requirements.
• Recruit, supervise, mentor, and evaluate Fleet and Facilities staff while establishing priorities, promoting accountability, and supporting professional development.
• Oversee fleet management, work order, GPS, and asset management systems, using operational data, reporting tools, and available technology to improve efficiency, reduce costs, and support decision-making.
• Plan and coordinate Fleet and Facilities needs for new locations, program expansions, renovations, relocations, and site transitions in collaboration with Business Services, PMO, Finance, IT, and Program Leadership.
• Travel regularly throughout MACC's service area to offices, facilities, program sites, vendor locations, and other organizational properties to conduct vehicle and facility inspections, oversee projects, address operational needs, and follow up on maintenance, safety, and compliance concerns.
• Champion MACC's "Zero Incident" safety culture by promoting proactive safety practices, conducting or coordinating incident reviews, implementing corrective actions, and maintaining compliance with OSHA, DOT, DMV, organizational policies, and other applicable requirements.
• Serve as the primary point of contact for Fleet and Facilities operational issues and respond to needs across MACC locations, including situations that may require extended driving or occasional schedule adjustments.

Minimum Qualifications Required
• High school diploma or equivalent required; a degree in Business Administration, Transportation, Logistics, Automotive Technology, Facilities Management, Operations Management, or a related field is preferred.
• Five (5) or more years of progressively responsible experience in fleet, facilities, operations, logistics, construction, or a related management role.
• Three (3) or more years of supervisory or management experience, including leading teams, assigning work, and evaluating performance.
• Experience managing multi-site operations and coordinating cross-functional operational activities.
• Working knowledge of fleet management, vehicle maintenance, preventive maintenance programs, and facilities operations.
• Experience with fleet management, GPS, work order, asset management, or maintenance management software is preferred.
• Strong understanding of vehicle registration requirements, insurance documentation, accident reporting, and regulatory compliance.
• Proficiency with Microsoft Office Suite, including Excel, Outlook, Word, and other business management software.
• Valid California driver's license with a clean driving record is required. Class A or Class B Commercial Driver License (CDL) is preferred.
• Experience with project management, process improvement, and developing standard operating procedures (SOPs) is preferred.

Skills and Competencies
• Strong leadership, communication, and interpersonal skills with the ability to motivate, mentor, and develop staff.
• High level of accountability, integrity, professionalism, and consistent follow-through.
• Strong strategic planning, operational leadership, and organizational management skills.
• Demonstrated ability to manage vendor relationships, negotiate contracts, and oversee service performance.
• Strong attention to detail and commitment to accurate documentation, recordkeeping, and regulatory compliance.
• Excellent analytical, critical thinking, and problem-solving skills with a focus on prevention, efficiency, and continuous improvement.
• Ability to analyze operational data, develop Key Performance Indicators (KPIs), and prepare leadership reports to support informed decision-making.
• Ability to manage multiple priorities, meet deadlines, and work independently with minimal supervision.
• Comfortable enforcing organizational policies, operational procedures, and safety standards while building positive working relationships with staff.
• Strong organizational, project management, and time management skills with the ability to lead multiple initiatives simultaneously.
• Commitment to safety, accountability, customer service, operational excellence

Work Environment & Conditions

• Works in a combination of office, facility, program site, and field environments.
• Frequent travel throughout MACC’s service area to offices, facilities, program sites, and vendor locations.
• Requires regular operation of company-owned vehicles and equipment, as appropriate to assigned duties.
• Must possess and maintain a valid driver’s license and meet MACC’s requirements for operating company vehicles.
• May sometimes work outdoors and in varying weather conditions.
• May be exposed to vehicles, equipment, maintenance activities, noise, dust, fumes, and other conditions typical of fleet and facilities operations.
• Requires regular standing, walking, bending, reaching, climbing stairs, and inspecting vehicles, buildings, grounds, and equipment.
• Must be able to occasionally lift, carry, push, or pull up to 50 pounds, with or without reasonable accommodation.
• May occasionally respond to urgent fleet or facility needs outside of normal business hours.
  

Spiritual & Ethical Expectations
• Demonstrate alignment with Christian values and a commitment to working in a mission-driven organization.
• Affirm and support MACC's Statement of Common Understanding.
• Treat every client, employee, volunteer, and community partner with dignity, respect, and compassion, regardless of their faith background or beliefs.