Director of Operations

Director of Operations

The Director of Operations will oversee the day-to-day activities of the production/administration departments, ensuring that the organization is managed and performing efficiently and effectively.

Reports To: President/CEO

Responsibilities

Organization Support:

• Member of Senior Management team
• Member of Quality Team
• Member of Safety Team

Finance Administration:

• Peer review and approve billings
• Review and vet weekly payroll
• Review and reconcile Accounts Receivable

Human Resources:

• Participates in the hiring and training of production manager and staff.
• Organizes and oversees the work and schedules of production staff.
• Conducts performance evaluations for production team that are timely and constructive, and recommends appropriate rewards (salary adjustment, bonus, promotion, layoffs, transfers, training, disciplinary actions, etc.)
• Handles discipline and termination of employees as needed and in accordance with company policy.
• Support creation of onboarding and core curriculum training programs for each production and administration role.
• Oversee training implementation, review progress, and assess additional training needs.
• Implement a mentorship program within areas of responsibility to insure personnel development and growth.

Corporate and Regional Planning:

• Support the firm's organizational chart.
• Ensures subordinate managers and employees understand the direction, goals, and control of the corporation and the regional office.
• Monitor owner and consultant decisions affecting department's work.
• Helps President and Department Heads establish a yearly budget for each department.
  • Verifiability of corporate and regional goals (quantity, quality, cost, time dimensions of goals are specified.)
  • Comprehension and acceptance of goals by employees

Production Coordination:

• Support sales team in New Project Data Sheet (NPDS) Request process; manpower hour calculations
• Peer review of New Project Data Sheet (NPDS) before final entry and distribution
• Coordination of production team travel schedules for maximum impact.
• E-Builder oversight – compliance, deliverable entry, timeline updates, etc.
• Negotiations with contractors as need
• Close client interface and communication
• Problem resolution; support and guidance to PM team as well as direct communication with client, contractor, etc. as required to get the desired result.

Supervision of Project Administration:

• Reviews and approves plans, programs, and budgets prepared by the Project Managers.
• Schedules and sets priorities of projects within the departments
• Assures that the department has the appropriate staff and expertise to complete projects
• Agrees with work to be done; assures that staff members are assigned to each project and other personnel matters within the departments
• Supervises the project activities assigned to the departments to assure that they conform to the work plan and that the firm's standards are being met.
• Look for ways of meeting project needs more effectively. Recommends new or changed approaches for the Department Heads and Project Managers.
• Responds to needs of Department Heads and Project Managers; assigns priorities, expands total staff as needed to meet project demands, may recommend adjustment in project staffing to use the department's staff more efficiently.
• Attempts to maintain a continuing balance between department's needs and project requirements. Work with Department Heads and Project Managers to schedule individual staff so they are not overloaded or under loaded.
• Helps to make departmental decisions recognizing their impact on project requirements and priorities.
• Monitors the progress of all project tasks assigned to the departments
• Monitor the man-hours spent by the departments to ensure that a high percentage of hours are chargeable to projects.
• See that the needs of the clients are met by maintaining frequent contacts with clients; debriefs and critiques project performance.
• Helps maintain established schedules and budget margins
• Monitor performance of and assist Division Managers and Project Managers to ensure project results are consistent with the firm's policies, procedures, and standards
• Interface with the Division Managers to develop harmonious staff and design services

Measures/Manages:

• Number of new projects
• Total billing of new projects
• Actual expenses vs. budgeted
• Actual time spent vs. budgeted
• Time schedule (progress and completion)
• Client satisfaction (may be qualitative measures; occasional visits with clients by President)

Company Operations & Processes:

• Develops and demonstrates understanding of company operations and processes (administration & production)

Special Projects and Assignments:

• Assumes responsibility for special assignments delegated by the President/CEO.

Qualifications:

• Degree in Architecture or Engineering and/or Business Administration
• AIA or PE Certification preferred
• 6 years prior Industry Project Management experience with a minimum of 3 years industry experience in supervising project managers.
• Preferred experience in Restoration, Roofing, Paving, and/or Non-Destructive Testing
• Good communication skills to effectively work with Clients from beginning design to post construction.
• Knowledgeable in construction, such as industry standards, materials, codes, contracts, bidding processes, etc.
• Knowledge of project management process as it relates to the business.
• Knowledge and experience in field inspection.
• Skills to write technical reports and letters.
• Desire to pursue continuing education and certification programs (CSI, RCI, RIEI, ACI, NSPE).