Office Operations Manager

Department Overview

The facilities team is a multifaceted department responsible for ensuring the smooth operation and maintenance of the physical environment. This team oversees building maintenance, ensuring all structural, HVAC, plumbing, and electrical systems are functioning optimally. Janitorial services maintain cleanliness and hygiene throughout the facility. Conferencing services manage meeting spaces, including set up, scheduling and technical support for large and small events. Security ensures the safety of the facility and its occupants through surveillance and access control. Business continuity plans are developed to ensure operations can continue during disruptions. Environmental Health and Safety (EHS) ensures compliance with health, safety, and environmental regulations and guidelines, including evacuations and emergency protocols. The print shop manages in-house printing services, while the mail room handles the receipt, sorting, and distribution of mail and packages. The facilities team also manages renovations and projects for building enhancement and maintenance, ensuring timely and budget-compliant completion. Together, these functions support the overall business objectives and ensure a well-maintained, safe, and efficient facility.

Position Summary

The Office Operations Manager oversees and manages the daily operations of the mailroom, print shop, security, emergency evacuations, environmental health and safety (EHS), life safety, business continuity, and other facilities-related functions. This role is responsible for ensuring efficient workflows, compliance with safety regulations, and the seamless operation of office facilities.

Key Responsibilities

Security:

• Oversee all security operations, including the management of security contractors and building security systems (e.g., access control, surveillance cameras).
• Develop, implement, and monitor office security protocols to safeguard employees, physical assets, and confidential information.
• Conduct regular reviews and updates of security measures to address evolving risks and ensure compliance with industry standards.

Emergency Evacuations:

• Develop, maintain, and regularly update comprehensive emergency evacuation plans and procedures for various scenarios (e.g., fire, natural disasters, active threats).
• Plan and execute regular evacuation drills in coordination with building management, ensuring compliance with safety regulations and employee preparedness.
• Act as the primary point of contact during emergencies and ensure all staff are trained on evacuation protocols.

Environmental Health and Safety (EHS):

• Ensure full compliance with applicable EHS regulations, standards, and best practices, fostering a safe and healthy work environment.
• Conduct routine safety inspections and audits, promptly addressing any identified hazards or compliance gaps.
• Design and implement safety policies, standard operating procedures, and employee training programs to promote awareness and adherence.
• Monitor and report on EHS performance metrics to drive continuous improvement in workplace safety.

Business Continuity:

• Develop, implement, and maintain robust business continuity plans, ensuring organizational readiness for disruptions or emergencies.
• Conduct comprehensive risk assessments and gap analyses to identify vulnerabilities and areas for improvement in continuity planning.
• Coordinate cross-departmental efforts to align business continuity strategies with operational goals and critical dependencies.
• Lead periodic reviews, updates, and testing of business continuity plans to ensure their effectiveness.

Mail Operations & Service Center:

• Provide leadership and management for the on-site service center team, ensuring high performance and customer satisfaction.
• Supervise the accurate receipt, sorting, and timely distribution of all incoming and outgoing mail and packages.
• Oversee small batch print operations, including high-quality printing, copying, and binding services for internal office needs.
• Maintain and troubleshoot printing equipment, manage supply inventories, and implement process improvements to enhance service efficiency.

Facilities Management:

• Assist with day-to-day facilities management tasks, such as coordinating space planning, maintenance requests, and vendor relationships.
• Support office projects, including construction, technology upgrades, or operational initiatives, ensuring timely delivery and minimal disruption.
• Act as a liaison with building management to address facility-related issues and uphold office standards.
• Support facilities budgets, ensuring cost efficiency without compromising quality or safety.

Sustainability:

• Lead efforts to achieve and maintain certifications such as LEED, WELL, or other recognized sustainability standards for the office.
• Collaborate with vendors and building management to identify and implement energy-efficient, waste-reduction, and environmentally friendly practices.
• Monitor and report on sustainability metrics, ensuring alignment with organizational environmental goals.
• Develop and promote office-wide sustainability initiatives, such as recycling programs, green procurement policies, and employee awareness campaigns.

Qualifications:

• Bachelor's degree in business administration, Facilities Management, or a related field.
• 8-10 years of experience in office operations, safety/security/EHS, or facilities management, or a similar role.
• Exceptional organizational and multitasking abilities, with the capacity to manage multiple priorities effectively.
• Strong communication and interpersonal skills, including confidence in delivering presentations and conducting training sessions for large groups.
• In-depth knowledge of Environmental Health and Safety (EHS) regulations and safety standards.
• Proficient in Microsoft Office Suite and experienced with facilities management software.
• Skilled in managing security systems, access controls, and protocols.
• Well-versed in business continuity planning, risk management, and mitigation strategies.
• Proven ability to lead, inspire, and motivate teams to achieve goals.
• Excellent problem-solving and decision-making capabilities, even in high-pressure situations.
• Thorough understanding of emergency response procedures and life safety systems.
• Demonstrated ability to remain calm and composed while managing emergencies.
• Familiarity with software tools such as SAI360, CCURE, or Wizard is a plus.

Working Conditions:

• Full-time position with standard office hours.
• Hybrid operating model possible depending on work
• Occasional after-hours work may be required for emergencies or special projects.

This role is based in our Washington, D.C. A reasonable rate of compensation for this position is between $104,000-$141,000 per year.