Boston Senior Home Care
  • Boston, MA, USA
  • Full Time

Job Title:                    Operations Manager

Business Unit:           Administrative

Department:              Facilities Resources (356)

Reports to:                 CFO & Administration Director

FLSA:                         Exempt

Classification:            Regular Full-Time (35 Hours)  

Grade Level:               11

Salary Range:             $51,700 - $64,625 (commensurate with experience)

 

JOB DESCRIPTION:

Summary/Overview

The Operations Manager is responsible for overall front office activities, including the reception area, mail, large purchasing requests and facilities. The incumbent is also responsible for directing and coordinating office services and related activities, including developing and supervising programs for the maximum utilization of services and equipment. This position is also responsible for managing all space rental leases and arranging internal office moves and providing arrangements for office meetings. The incumbent will also act as Chief Safety Officer and perform an array of administrative duties with wide latitude for exercising discretion and judgment.

 

Essential Functions:

Essential Job functions: Duties ____1___ through ____18___are designated as ADA Essential Functions and must be performed in this job. All other job duties are secondary functions.

 Primary Responsibilities:

  1. Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
  2. Oversees the mailroom to ensure processing of incoming and outgoing mail daily.
  3. Acts as property manager for all the office space to ensure the upkeep of the physical facilities and be the liaison for the building management regarding cleanliness and maintenance of office space, including temperature and air quality.
  4. Responsible for identifying and addressing space issues and developing solutions.
  5. Responsible for managing all space leases including rent, utilities and maintenance, copiers, other and ensure monthly bills are correct and approved for payment.
  6. Maintains floor plan of square footage by agency programs and works with the fiscal department on updates ensuring proper cost allocations.
  7. In conjunction with Executive Staff Members acts as the Chief Safety Officer and coordinates the Area Safety Representatives and agency related activities.
  8. Maintains office evacuation plans by floor and schedules periodic evacuation drills.
  9. Maintains and updates the Agency Emergency Preparedness and Continuity of Operations Plan.
  10. Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities.
  11. Negotiates the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.
  12. Supervises the maintenance of office equipment, including copier, fax machines, etc.
  13. Responsible for the facilities day to day operations (such as distributing building access keys and back up to security access cards, etc.)
  14. Participates as needed in special department projects.
  15. Plans agency events such as; Lobby Day and agency holiday events.
  16. Maintains office equipment operation, maintenance, and maintenance needs for all office equipment.
  17. Maintains office supplies and orders as needed.
  18. Responsible for communicating with All Staff regarding inclement weather announcements.
  19. Performs other duties as required

Competencies:

  • Good planning and organizational skills.
  • Well-developed interpersonal and communication skills.
  • Strong negotiation skills
  • Professional appearance and manner.
  • Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook required.
  • Must be able to maintain confidentiality with respect to all aspects of the position.
  • The incumbent must be a self-starter who is able to handle multiple problems and keep the office functioning smoothly on a day-to-day basis.

Supervisory Responsibility:

  • Ability to manage staff (supervisory experience). Staff consists of an Operations Coordinator and the Switchboard/Receptionist.

Work Environment:

This position operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

  • The employee must be able to carry a 10 to 15 pound load
  • The employee is regularly required to talk or hear.
  • The employee is required to stand, walk, use hands to finger, handle or feel; and reach with hands and arms.

Position Type/Expected Hours of Work:

This is a full time position. Days and hours of work are Monday through Friday 9:00 a.m. to 5 p.m.

Travel:

This position requires no planned travel outside of Boston, but may include travel within Boston to visit vendors, suppliers, others, and other BSHC physical locations.

Required Education and Experience:

  • Bachelor's degree or equivalent experience
  • At least 4 years of previous experience in office operations or building management
  • Must have at least two years of switchboard experience
  • Must have working knowledge of mail processes such as postage machine, Federal Express and UPS.

Additional Eligibility Qualifications:

Preferable if incumbent has Office Safety and Security experience.

Work Authorization/Security Clearance

Must clear CORI background check

AAP/EEO Statement:

Equal Employment Opportunity/Affirmative Action/Male/Female/Veteran/Disabled Boston Senior Home Care affirms and supports diversity and inclusion in our workforce.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

 

Boston Senior Home Care
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