The Operations Manager is charged with managing multiple aspects of the ASGE Headquarters building which also encompasses the Institute for Training and Technology (IT&T).  Overall maintenance of the physical plant, land and property is the responsibility of the Operations Manager.  Managing the Front Desk/Concierge operation is a responsibility of the position as well.  Additionally, compliance and oversight of related functions, as outlined below, are also duties of the Operations Manager.

 Position responsibilities include, but are not limited to: 

o   Building/Property Maintenance – Comprehensive responsibility for provision of building and property maintenance, operation and preventive services.  This includes contract/adjunct services management, including, but not limited to:

o   Maintain, clean and proactively service interior and exterior of building, including terrace

o   Maintain, clean and supply restrooms and locker rooms

o   Replace light bulbs

o   Requisition supplies and equipment

o   Move furniture, equipment, supplies and boxes

o   Set, arrange/remove decorations, tables, chairs, etc. to prepare facilities for events and meetings

o   Scheduled maintenance and cleaning

o   Minor electrical maintenance

o   Minor plumbing maintenance to provide operable and efficient plumbing capabilities

o   Minor painting, carpentry and masonry work to provide operable and efficient facilities

o   Minor HVAC work (e.g. adjusting and calibrating thermostats, pneumatic controls and HVAC) to maintain a comfortable temperature for employees and proper equipment operation

o   Perform scheduled and "as needed" inspection and preventive maintenance on tools and equipment to maintain operability

o   Trash/waste collection, including recycling and medical waste management

o   Maintenance Staff Oversight – Oversight of Operations Maintenance staff member whose responsibility includes general upkeep and preventative maintenance of the facility and property, as noted above.

o   Contract Services Management – Secure and maintain contracts for any outsourced services including but not limited to:

o   Office Cleaning

o   Vending Services

o   Landscaping/Snow Removal

o   Security Monitoring Company

o   Signage

o   Internal Building Maintenance

·       Electrical

·       HVAC

·       Plumbing

·       Elevator

·       Lighting (Lutron)

o   External building maintenance

·       Parking Lot

·       Outside Lighting

·       Cameras

o   Secure contracts for project-specific work including:

·       Painting

·       Remodeling/Construction

o   Ensure that contractors supply current insurance certificates

o   Regulatory Compliance – Ensure organizational adherence to community codes by working with individual departments within the municipality.

o   Security System Alert

o   Fire Alarm Alert

o   Failure of any building related equipment/system integral to business operations

o   Systems Testing – Determine maintenance and testing schedule and coordinate testing for internal building components.

o   Air conditioning/heating

o   Fire Suppression System

o   Generator

o   Alarm System

o   Elevator

o   Facility Event Management – Scheduling support staff for events conducted within the property (if needed).

o   Knowledge of software management system to accurately schedule staff support and manage services/components to support events.

o   Coordination of outside services, vendors, deliveries/shipments and equipment needed to deliver events.

o   Coordinate and schedule necessary support staff (internal and external) to deliver events.

o   Security/Building Safety – Under the guidance of the Chief Development and Operations Officer, implement security systems guidelines and procedures.

o   Implement key card system including operation of system software, creating new key cards and keeping additional cards in stock.

o   Administer the distribution of keys and duplicates. Only authorized employees will have keys that offer access to specified areas of the building.

o   Train employees on safety and security procedures.

o   Front Desk Management

o   Welcome guests and attend to their needs

o   Add names/welcome to welcome sign

o   Announce visitors to hosts

o   Assist with general requests; copies, taxi and dinner reservations, etc.

o   Receive US Mail and Manage Parcel and all deliveries

o   Deliver parcels to recipient’s desk/office as time permits

o   Direct drivers and delivery to Loading Dock for larger deliveries

Skills and Experience

The Operations Manager must be pleasant, organized, diplomatic, prompt, creative and efficient in managing multiple activities and projects. The Manager must have strong positive interpersonal skills, with the ability to work effectively with people of varying backgrounds, responsibilities and skills.  There will be regular interaction with our Members/physicians, corporate representatives and senior management.  Moderate technological literacy is required, including proficiency with the Microsoft software suite as well as customized security and operational software, as necessary. 

Professional presentation and demeanor is essential; negotiation skills are a plus.  The ability to organize tasks, deliver project results on a timely basis, prioritize and lead an events team during programs is crucial.  Proactive planning and incorporating creative approaches to coordinating facility maintenance is mandatory.  A minimum of three years of relevant experience (building operations, hotel/facility management), is preferred. 

 Abilities

The Operations Manager must function effectively in a team environment as well as be a strong individual contributor. The ability to balance work on short-term projects requiring rapid responses with work on long-term projects is essential. Of key importance is the ability to work well under pressure.  Additionally, the Manager is required to work a non-traditional schedule and must be able to work on-site early mornings, evenings and weekends frequently.  The Manager will be required to manage and coordinate small to mid-sized projects and work with multiple contractors, regulatory processes and facility demands.