Operations Manager

$81,096 to $99,600 per year. Starting salary may be between the minimum and maximum salary range provided, based on qualifications. GENERAL PURPOSE OF POSITION The Operations Manager oversees and is responsible for knowing, understanding, applying, analyzing, evaluating and creating the functions of the Operations Office, including the day-to-day operational activities of the Office of Hawaiian Affairs (“OHA”) work site(s), with the safety and security of the OHA employees, facilities and visitors, including beneficiaries, to the OHA work site(s) space(s), a primary objective. The Manager also supports the management of building assets. The Manager also sets and implements policies, procedures and practices for risk and safety, facilities, and fleet (auto) management, operational security, messenger, courier, mail, scheduling (e.g., conference room, meetings, calendar, records), travel services, unit fiscal processes, and project, event coordination and support. Additionally, this position is responsible for overseeing the procurement, installation, repair, maintenance, and management functions of all office furniture, operating machinery and equipment (excluding computer equipment and devices). This position is responsible for supervising and the assignment and distribution of work to the Facilities Agent and Operations Support Supervisor. ESSENTIAL FUNCTIONS & RESPONSIBILITIES 1. Facilities Management a. Plans, organizes and directs the maintenance and repair of all of OHA’s offices, equipment and grounds statewide, and works with each of OHA’s programs to ensure a safe and suitable work environment. b. Works with Resource Management – Financial Assets Division to ensure the OHA’s compliance with DAGS Inventory requirements for all State property. c. Ensures compliance with the State Procurement Office guidelines. d. Develops long and short-term maintenance plans and programs to ensure buildings, automobiles and equipment are in operational order. e. Ensures preventive maintenance and repair of building, automobiles and equipment assets are conducted as scheduled (annually/monthly/etc.). f. Periodically travels to OHA’s neighbor Island offices to inspect tenant spaces, conduct vendor and contract oversight and to assist in facilities related projects g. Oversees the scheduling and coordination of repair/maintenance work for facilities as required. h. Develops short, mid- and long-term plans in support of statewide tenant and OHA facility moves, as needed. i. Oversees the regular property inspections and follow-up on necessary preventive maintenance works. 2. Management of Building Assets a. Coordinates with the Land Director to provide support in the development of property acquisition and management policies. Ensures the building assets’ work plans and activities are consistent with policies regarding the acquisition, development and management of buildings. b. As directed by the Chief Operating Officer (COO) and guided by the Director, Land Division, supports the performance of due diligence on proposed property acquisitions. Works closely with Director, Land Division and staff to support the preparation of reports analyzing proposed building acquisitions and sales, and evaluating proposals in relation to OHA's land policies and strategic objectives. c. Support the ongoing management of building assets and properties being used by OHA, or leased by OHA to third parties, for programs that provide services to Hawaiians (“programmatic lands”). Ensures staff enforces standards guidelines and procedures established by OHA for use of programmatic lands and property specifically with building assets. d. Coordinates with Land Director to provide support in negotiating, preparing and executing leases, licenses and other agreements involving OHA properties specifically with building assets within the public land trust. Ensures that staff properly administers and enforces leases, license and other agreements, including timely collection of any income or proceeds from such properties. 3. Safety and Security a. Formulates policies, processes, procedures, guidelines, standards, templates and tools related to operations and facilities management, including emergency and evacuation procedures as part of safety and security measures for all OHA facilities and work site(s). b. Oversees, monitors and executes all safety and security functions for the OHA’s facilities as part of facilities management responsibilities. c. Conducts regular safety and security audits and drills. d. Reports and addresses any and all safety compliance deficiencies to the Chief Operating Officer (“COO”). 4. Operations a. Responsible for budgeting and managing the monthly, annual and biennium resources of the unit. b. Monitors and manages expenditures within budget allocations. c. Oversees and manages the vehicle fleet, coordinates with Corporate Counsel and Accounting to ensure proper registration and insurance coverages are maintained. d. Oversees the procurement and inventory management of office, facilities, and operational supplies for all locations. Conducts regular inventory control audits. e. Manages and coordinates event logistics for all OHA events (e.g., coordination with IT, hosting unit, set up, take down). f. Oversees the parking function at Na Lama Kukui, including shuttle services, as needed. g. Oversees and implements the policies, processes and procedures to implement administrative & clerical support, business travel services, unit fiscal processes and project, event coordination and support operational activities and needs of OHA. . h. Supervises the Operations Support Supervisor in scheduling of work assignments, setting priorities and directing the work of Operations Support Coordinator & Assistants, based upon their skills and abilities. i. Evaluates and verifies performance of Operations Support Supervisor and the Operations Support Coordinator & Assistants through the review of completed work assignments, work techniques and feedback from internal and external stakeholders. j. Ensures projects and assignments are completed accurately, thoroughly and in a timely manner. k. Communicates frequently with third parties (e.g., property management, security, local law enforcement, contractors) as needed for safe, optimal facilities and work site(s) l. Identifies, engages and maintains relationships with vendors, suppliers, and professionals skilled to consult with and/or provide specific services as requested/required for facilities and work site(s) m. Coordinates and cascades communication from property management companies to internal OHA stakeholders. n. Oversees the management of mail, courier and messenger functions. 5. Management a. Makes hiring and other personnel recommendations for the Office to the COO. b. Ensures that employees within the Office share information and insights, use collaboration as needed to explore issues and/or solve problems, and demonstrate shared responsibility for program performance. Takes whatever actions are required to positively replace behaviors and/or persons when necessary. c. Performs supervisory tasks, such as leave time approvals, performance reviews, coaching, training and related employment decisions for the Office. 6. Fully supports in action, language, behavior and performance the priorities, decisions, and directives of the COO and Chief Executive Officer. 7. Regular attendance on a daily basis is required for this position. OTHER DUTIES/RESPONSIBILITIES 1. Performs other duties as assigned by the COO and/or Chief Executive Officer. 2. Available for 24-hour emergency call service. 3. Occasional travel is required for this position. MINIMUM QUALIFICATIONS Education, Training and/or Experience 1. High School graduate or equivalent; Graduation from an accredited four (4) year college or university with a bachelor's degree in engineering, real estate, business administration or related field preferred. 2. Ten (10) years of progressive work experience in commercial facilities management. 3. Five (5) years of administrative experience that involved management of staff. 4. Valid Hawaii driver's license and clean driver's abstract. KNOWLEDGE, SKILLS AND ABILITIES 1. Must have working knowledge of: Facilities management, particularly inspection and maintenance procedures for all OHA Statewide Facilities, including electrical, mechanical and HVAC systems. Centralized purchasing methods, techniques and practices, State Procurement rules; Budgeting procedures and financial recordkeeping; Vehicle Fleet management; and Inventory and control procedures for physical assets. 2. Must have demonstrated skills or ability to: Read and understand complex electrical, mechanical and automation systems, including materials and safety data sheets; Manage multiple ongoing projects simultaneously with a high attention to detail; Analyze and conceptualize, and to work with a high degree of accuracy and with confidential information; Coordinate, schedule and evaluate the work of contractors, vendors and consultants; Quickly assess and understand day-to-day operational needs; Connect all day-to-day functions with long-term operations; Develop and maintain effective working relationships with the BOT/Executive Offices, other OHA departments and all staff on outer island Offices; Communicate effectively and efficiently, both orally and in writing, with all levels of the organization; Prioritize multiple requests, develop action plans and provide disciplined implementation and reporting to other OHA departments; and, Use Excel, Word, SharePoint, Outlook, Oracle (or equivalent), and 10-key by touch. How To Apply To apply for this position, Download, complete and submit the fillable application form on our careers website along with a resume and cover letter to: OFFICE OF HAWAIIAN AFFAIRS 560 N. Nimitz Highway, Suite 200 Honolulu, Hawai‘i 96817 Attention: Human Resources Or via email: careers@oha.org Office of Hawaiian Affairs (OHA) employees must be permanent Hawaii residents. Out-of-state applicants who are offered employment with OHA will need to relocate to Hawaii and establish permanent residency. An Equal Opportunity Employer Job Type: Full-time Pay: $81,096.00 - $99,600.00 per year Benefits: Dental insurance Flexible schedule Health insurance Paid time off Vision insurance Schedule: 8 hour shift Work Location: In person

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