Service Management Systems

Founded in 1988 by William T. Coakley, Service Management Systems specializes in full housekeeping, maintenance and survey and consultant programs to high-traffic, public facilities of almost any size to more than 2,500,000 square feet. Service Management Systems services more than 83 million square feet throughout the nation.

Service Management Systems

Job Description - Operations Manager

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Summary:Manages, supervises, assist and coordinates activities of workers engaged in general building repair and maintenance premises of commercial, industrial, or other establishments such as healthcare facilities, schools, shopping centers, stores, hospitality facilities or auditoriums by performing the following duties:

Essential Duties and Responsibilitiesinclude the following (Other duties may be assigned):

• Makes periodic rounds of the facility to interact with department staff, customers and visitors; to observe facility maintenance) deficiencies.

• Schedules the staff in order to meet the housekeeping and/or maintenance needs of the facility.
• Monitors and manages the budget of the department, both financial and man-hours.
• GENERAL STATEMENT OF JOB: The Maintenance Facilities Manager will provide managerial and supervisory direction to lead and coordinate the day-to-day activities of the Maintenance Group in their respective areas plus responsible for creating and maintaining all maintenance and project schedules and utilizing the CMMS completely. The Maintenance Facilities Manager will manage the maintenance and repair of the equipment and facilities of the site. The Facilities Manager will be responsible for directing the efforts of all levels of craftsmen, including contractors, in the maintenance and repair of buildings, equipment and systems. . As the primary SMS contact with the client it is essential that the person in this position have a professional demeanor and a customer service orientation, with excellent verbal and written communication skills, and be computer literate. SPECIFIC DUTIES AND RESPONSIBILITIES ESSENTIAL JOB FUNCTIONS:
• Assists in the development and manages the maintenance area budget.
• Reads and understands financial documents – profit and loss statements and labor reports.
• Prepares technical specs for equipment, repairs, contracts and construction.
• Assists in negotiation of new contracted maintenance and repair rates.
• Analyzes building and equipment and keeps current records of all buildings and equipment.
• Plans, supervises, assigns, schedules, monitors, trains and evaluates the work of building mechanics and other trades.
• Monitors the performance of personnel to achieve optimum safety, reliability, and efficiency in the maintenance of the facilities.
• Keeps current on and recommends changes to operating procedures, new equipment and related systems.
• Analyzes risk factors associated with facility and maintenance activities.
• Monitors the collection, review and approval of all pertinent data.
• Performs detailed inspections of operating equipment, personnel activities and facilities as necessary.
• Notes and addresses deficiencies in a timely manner.
• Determines and recommends most effective method of making repairs.
• Arranges for the procurement of materials or services.
• Informs appropriate personnel of unusual conditions, problems or deficiencies.
• Troubleshoots system problems, which could require following detailed operational and maintenance procedures and reading system blueprints and schematics.
• Assists in after hour call outs and other emergencies.
• Supervises compliance with standards of workmanship and safety.
• Ensures maintenance programs are effectively integrated with other appropriate systems.
• Completes performance appraisals
• Aligns staff with workloads and schedules
• Interfaces with Housekeeping, Customer Service and Security staff as needed.
• Follows and supports the guidelines established by management.
• Attends staff and conducts safety training meetings.
• Trains personnel on operation and maintenance procedures as required.
• Adheres to internal controls and reporting structure.
• Performs related duties as required.

INTERPERSONAL TEMPERMENT:

• Directing, controlling and planning activities of others:Involves accepting responsibility for formulating plans, designs, practices, policies, procedures and methods for operations or projects; supervises subordinate workers to implement plans and control activities.
• Dealing with people:Involves interpersonal relationships in job situations with employee and client administration and community.

• Conducts supply inventories, determines required supplies and prepares and sends supply requests to the appropriate Purchasing Agent.
• Maintains an equipment and uniform inventory and manuals; determines the need for equipment repair and requests authorization for repairs.
• Maintains the files and notebooks of the department in accordance with TMM procedures, including the Account Notebook.
• Ensures that the staff operates in a safe manner; conducts required monthly safety inspections; ensures the staff receives the monthly Safety Talks; and ensures that all new employees receive their safety orientation.
• Ensures that any employee injuries or incidents are processed in the prescribed manner; ensures that Risk Management is notified within the prescribed time frames; and ensures that the OSHA 300 log is properly maintained and posted.
• Performs the necessary functions for interviewing and hiring new employees, to include processing all pre-employment and new hire paperwork in accordance with TMM procedures. Performs the necessary new employee orientation.
• Performs the necessary disciplinary actions for employees who do not follow proper procedures as outlined in the Employee Handbook, to include terminations, where appropriate.
• Provides or oversees the training of new employees and retraining of current employees.
• Processes employee time cards, biweekly payroll, e-Cash cards, W-2's and other payroll related procedures.
• Operates the account computer to include processing e-mails, preparing needed Word and Excel documents, using the printer and conducting training. Operates the housekeeping equipment used in the facility; recognizes malfunctions of such equipment; and trains others in the use of the equipment.

Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education/Experience:
Minimum of a high school diploma or general education degree (GED); prefer college degree and one to three years of related experience and/or training; or equivalent combination of education and experience.
Language Ability:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals in English. Ability to write routine reports and correspondence in English.
Math Ability:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Reasoning Ability:
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Computer Skills:
Must be able to perform basic computer activities, including using Word and Excel, processing e-mails with attachments and receiving training via the computer.
Supervisory Responsibilities:
Manages subordinate managers/supervisors who supervise hourly employees. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently exposed to toxic or caustic chemicals and vibration. The employee is occasionally exposed to work in high, precarious places. The noise level in the work environment is usually loud.