Operations Manager

Reporting to the Vice President of Finance, the Project Manager is responsible for the safe, efficient, and cost-effective operation and maintenance of Phoenix House California’s facilities, IT equipment, grounds, and vehicles.

Manages all company construction projects to ensure deadlines, budget, and the scope of the project are being adhered to, including BCHIP and CC.

Serves as the IT-liaison and coordinator with Effortless to ensure projects are completed and all requests from staff are addressed in a timely manner and serves as liaison with the security company.

Essential Duties and Responsibilities

Provides support to all facilities by assisting with construction and maintenance projects including soliciting contractor and vendor bids, coordinating contractor and in-house construction activities : overseeing purchase and delivery of materials and equipment;

reviewing and processing consultant and contractor requisitions for payment. Makes selection, specification and purchase of project equipment, furniture and furnishings.

• Oversees the Information Technology of Phoenix House including : Serving as an IT-liaison to ensure projects are completed timely
• Maintain the organization’s inventory by monitoring and updating current supply of materials by properly tracking all IT inventory into the HRIS system and maintaining asset inventory of non-IT related equipment.
• Works directly with the security companies to ensure that the facilities have adequate coverage according to the program needs and addresses all concerns regarding security in a timely manner.
• Coordinates all construction activities for the purpose of ensuring that all projects are performed and completed in accordance with specifications and established timelines.
• Manages the utilization of outside contractors; makes requests for proposals, obtains and evaluates bids, including at least three bids for all major projects;
• determines most appropriate bid based on quality, quantity commensurate with cost; manages contracts, monitors progress toward completion;

and keeps in regular contact with providers to ensure completion as specified.

• Monitors project general conditions including insurance, building, agency applications, permits, inspections and approvals, licensing agency applications and approvals.
• Provides photographic documentation of existing conditions, construction activities, and after completion of construction.
• Ensure timely submission of contractor invoices to ensure timely payments.
• Conducts project close-out, prepares punch lists, collects guarantees and warranties, lien releases, reviews equipment operation instructions and maintenance manuals.
• Oversees and evaluates performance of consultants, vendors and contractors.
• Provides support to each site with the physical care and maintenance of Phoenix House California’s facilities; develops and implements systems to prioritize needs and delegates to staff for completion;

develops and maintains a three-year maintenance and replacement plan.

Determines the condition of each California facility and files forms and reports to authorize repairs and / or replacements as needed.

Responsible for preparation of monthly needs assessment for each facility based on physical conditions observed, identifies priorities for maintenance, repairs and capital construction.

• Works in partnership with the programs to prepare annual maintenance, equipment, vehicles and construction budgets for Phoenix House California facilities.
• Responsible for maintenance and repair of facility equipment, telephone, furniture and furnishings, includes needs assessment, inventory, coordination purchase process overseeing delivery, placement and disposal of unusable items.
• Reviews and oversees the utilization of facility spaces; identifies needs and obtains furniture, equipment and supplies to equip areas.
• Identifies sources and solicitation of donations of maintenance and construction services, equipment, material, furniture and furnishings.
• Develops maintenance standards and procedures for all facilities in compliance with federal, state and local laws and regulations.
• Provides life cycle analysis for building systems including repairs and replacements (fire, safety, telephone, electrical, plumbing, HVAC, etc.).
• Monitors usage of utilities (water, electricity, gas, fuels).
• Maintenance of tagging and numbering system for Furniture and Equipment items for A133 compliance.
• Monitors usage of vehicles, maintenance and repairs and institutes preventative maintenance program and coordination of program.
• Regularly drives or commutes from program to program across Southern California.
• Maintains professional growth and development through seminars, workshops, and professional affiliations. Attends required continuing education courses related to areas of specialization.

Attends all required staff training sessions in accordance with Phoenix House California and state licensing requirements, completes all training on time

• Attends and participates in program and all staff meetings
• Adheres to and promotes the Phoenix House California Mission, Vision, and Values while acting as a role model for others
• Other duties as assigned

The Project Manager shall meet the following requirements :

• At least five years progressive responsibilities in facilities management experience
• Bachelor's degree in Business Administration, Public Administration, Planning, Environmental Design, Architecture, Engineering, Construction Management or a related field preferred
• Must maintain a valid California Drivers' License, have proof of automobile insurance and maintain a safe driving record based on Phoenix House California policy
30+ days ago