Job vacancy Office Operations Manager

General Accountability

The Operations Manager is responsible for overseeing the strategic and functional operations of the Corporation inclusive of policy administration, supply/vendor management, capital and operational expenditure budgeting and management, inventory control, and travel. The role manages the Corporation’s fixed assets (Buildings & Contents and Fleet) and coordinates the purchase, and ongoing maintenance and security of these assets. Relative to Policy Administration, the incumbent is the owner of the Policy Management Manual and coordinates with stakeholders for the development, maintenance, approval and communication of policies and procedures in the Corporation.

Specific Accountabilities

• Maintains the inventory of policies and procedures in the Corporation with appropriate references, ongoing review, and approval schedules.
• Manages the policy development lifecycle.
• Ensures approved policies and procedures are communicated to the relevant stakeholders and published to the Corporation’s intranet.
• First point of contact for matters relating to the Corporation’s Assets – Buildings, Fleet, and offsite storage facilities.
• Oversees the tasks associated with the ongoing facilities management of the Corporation.
• Oversees space planning and accounting in the Corporation’s buildings for most efficient utilization.
• Manages any intra-office moves including renovations as may be required.
• Manages the annual and daily tasks associated with maintaining the Corporation’s Fleet.
• Ensures the Corporation’s assets are always protected and insured.
• Manages the tenets of lease agreements the Corporation is party to.
• Manages the rental process of the BMC East Hill Street Gardens.
• Maintains the accurate and dynamic inventory of the Corporation’s vendors.
• Manages the procurement to pay processes in the Corporation executing tenets of the Procurement Policy and ensuring vendors are paid in line with contractual and/or Corporation agreed terms.
• Management of the Operational Expenditure Budget and Capital Expenditure Budget related to the Operations function.
• Book and manage travel requirements of the Corporation’s Internal stakeholders.
• Manages proprietary insurances for the Corporation.
• Control and administer the Corporation’s office supplies and stationery.
• Oversees delivery, shipping and receipt of mail and packages for the Corporation.
• Manages offsite storage facilities.

Education and Experience Requirement:

• Undergraduate or higher in business management discipline, facilities management.

Technical Skills:

• At least 10 years’ experience in business management/operations with significant exposure to contract and vendor management.
• Sound understanding of Credit and Collections processing.
• Project Management Certification a plus.

Required Skills/Abilities:

• Sound understanding of human resource management, practices, and procedures.
• Sound understanding of project management principles.
• Sound negotiation.
• Excellent written and oral communication skills
• Excellent interpersonal skills
• Working knowledge of procurement and contracts
• Sound knowledge of health, safety and environmental regulations
• Highly self-motivated and directed.
• Keen attention to detail
• Proven analytical, evaluative, and problem-solving abilities.
• Competent in conflict and crisis management
• Ability to effectively prioritize and execute tasks in a high-pressure environment.
• Exceptional customer service delivery.