Operations Manager

Operation Manager

We are seeking a highly organized and detail-oriented Operations Manager to oversee the organizational facilities, ensuring the smooth operation of various campus functions. This position will coordinate with maintenance teams, vendors, and contractors, support sustainability initiatives, and assist with fee-related student complaints, procurement activities, transportation and inventory management.

Key Responsibilities:

• Manage day-to-day office operations and streamline administrative processes to improve overall efficiency. Serve as the primary liaison for external & internal service providers, handling and maintaining strong relationships.
• Assist in preparing reports, presentations, and other essential documents as required by management to ensure accurate and timely communication of key information.
• Provide support for any ad-hoc administrative tasks or special projects, contributing to the overall success of the organization. Helping with cost control, and supporting resource allocation to optimize office operations.
• Maintain an accurate record of all organizational assets.
• Organize, manage, and monitor all company documents, including contracts and reports.
• Track document revisions and updates, ensuring the latest versions are accessible to all relevant stakeholders.
• Support the preparation and distribution of documentation for audits and meetings.
• Contribute to document control audits and drive continuous improvement initiatives.
• Assist in budget planning and cost control for facility operations.
• Investigate student complaints related to fee payments by collecting relevant information from students and agents. Mediate conflicts and facilitate resolutions in accordance with college policies and regulations.
• Maintain accurate records of fee-related complaints, resolutions, and follow-ups for reporting and analysis.
• Track and document student requests for fee discounts.
• Provide guidance to students on scholarship policies and eligibility.
• Analyze complaint trends and recommend improvements to policies and procedures.
• Ensure compliance with institutional guidelines and escalate complex issues when necessary.
• Develop and implement procurement strategies for academic books and related resources.
• Manage relationships with publishers, distributors, and suppliers.
• Oversee the procurement process from requisition to purchase order issuance and delivery tracking.
• Ensure procurement activities align with budget constraints and cost-saving initiatives.
• Negotiate pricing and service agreements to secure the best value.
• Ensure compliance with procurement policies and maintain accurate transaction records.
• Collaborate with department heads to assess inventory needs.
• Monitor inventory levels and place replenishment orders as needed, ensuring adherence to budget limits.
• Identify and resolve discrepancies in inventory counts, reporting any issues or irregularities.
• Keep precise records of all inventory transactions, including issuance, returns, and transfers.
• Support inventory audits and ensure compliance with organizational policies and procedures.
• Coordinate and schedule transportation of goods, personnel, and materials to ensure timely delivery and pick-up.
• Plan and optimize transportation routes to minimize delays and reduce costs.
• Communicate with drivers and other departments to resolve any transportation-related issues or delays.
• Analyze transportation costs and suggest cost-saving measures without compromising service quality.
• Coordinate the maintenance and inspection of company vehicles to ensure they meet safety standards and are operational.
• Supervise the maintenance, repair, and cleanliness of college facilities, including classrooms and offices.
• Coordinate with security and maintenance teams to ensure efficient facility operations.
• Conduct regular inspections to identify and address facility-related issues.
• Ensure compliance with health, safety, and environmental regulations.
• Manage facility-related service contracts and liaise with external vendors and contractors.
• Assist in planning and coordinating renovations, campus improvements, and space utilization.
• Monitor inventory and procurement of maintenance supplies and equipment.
• Respond promptly to emergency maintenance requests and safety concerns.
• Maintain accurate records of maintenance activities, inspections, and repairs.
• Support sustainability initiatives and energy conservation programs.

Qualifications

• Strong organizational, multitasking, and problem-solving skills.
• Excellent communication and interpersonal skills.
• Ability to manage budgets, service contracts, and vendor relationships.
• Knowledge of facility management, maintenance procedures, and safety regulations.
• Experience in procurement, inventory management, and transportation coordination.
• Detail-oriented with the ability to maintain accurate records and documentation.
• Ability to work independently and collaboratively within a team.