Operations and Facilities Manager

Position Overview:

The Operations and Facilities Manager is responsible for overseeing the day-to-day operations of key administrative and facility functions within the company. This includes managing the security team, cafeteria and kitchen operations, cleaning services, administrative purchase orders, drivers and company vehicles, as well as ensuring compliance with governmental processes. The role requires strong leadership, organizational, and multitasking skills to ensure smooth operations across various departments and functions, promoting a safe, efficient, and productive work environment.

Key Responsibilities:

1. Security Management:

• Oversee and manage the security team responsible for safeguarding the premises.
• Ensure that security protocols are followed, including access control, monitoring of security systems (CCTV), and emergency response plans.
• Regularly evaluate and update security procedures to meet company needs and safety standards.
• Coordinate with external security services (if applicable) and maintain relationships with law enforcement agencies for any necessary support.

2. Cafeteria and Kitchen Operations:

• Oversee daily operations of the cafeteria and kitchen, ensuring food safety, cleanliness, and quality standards.
• Manage kitchen staff, ensuring they follow health and safety guidelines and prepare meals efficiently.
• Ensure adequate food inventory and procurement of kitchen supplies.
• Work with the HR team to handle cafeteria-related employee concerns, including meal options and dietary accommodations.
• Coordinate with external vendors for catering, if necessary.

3. Cleaning and Housekeeping:

• Manage and supervise the cleaning and janitorial staff to maintain cleanliness in all company facilities, including offices, restrooms, kitchens, and common areas.
• Ensure cleaning staff follow hygiene and safety standards, especially in high-traffic areas like cafeterias and restrooms.
• Oversee routine cleaning schedules and special cleaning requirements (e.g., post-event or deep cleaning).
• Manage vendor relationships for outsourced cleaning services, ensuring contract compliance and service quality.

4. Governmental Processes and Compliance:

• Ensure that the company is compliant with local, state, and federal regulations, including health and safety, labor laws, and other governmental requirements.
• Manage and submit any necessary permits, licenses, and reports required by governmental agencies.
• Liaise with legal and compliance teams to ensure the organization meets industry-specific regulations.
• Stay updated on changes to relevant laws and regulations, ensuring that company policies and practices align.

5. Administrative Purchases and Procurement:

• Oversee the procurement process for administrative supplies, including office materials, cleaning products, cafeteria items, and other necessary resources.
• Review and approve purchase orders for administrative requests, ensuring timely delivery and budget adherence.
• Work closely with other departments to understand their needs and ensure that orders are processed promptly and accurately.
• Maintain relationships with vendors, negotiating contracts, and managing inventory levels to optimize supply chain management.

6. Drivers and Company Vehicles:

• Oversee the management of company vehicles, ensuring they are properly maintained and serviced regularly.
• Supervise the drivers, ensuring they follow company policies, traffic laws, and safety protocols.
• Track vehicle usage, fuel consumption, and maintenance schedules.
• Manage the process of vehicle procurement, registration, insurance, and handling any vehicle-related issues or accidents.

7. Vehicle Maintenance and Coordination:

• Ensure routine maintenance and timely repairs of all company vehicles, including scheduling regular inspections, oil changes, and any necessary repairs.
• Maintain records of vehicle condition, service history, and any issues requiring attention.
• Coordinate with external service providers for more extensive vehicle repairs when necessary.