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OPERATIONS MANAGER - FACILITIES

OVERVIEW:

The Operations Manager supports the overall coordination and organization of the Facilities Department under the 'One Town Concept'. This position ensures Town and School operations run efficiently and effectively through strong leadership in project management, communication, scheduling, and budget oversight.

This is a high-visibility position requiring exceptional organization, adaptability, and composure. The Operations Manager thrives in a fast-paced environment with shifting priorities, demonstrating professionalism, accountability, and a solutions-oriented approach in all aspects of departmental operations.

QUALIFICATIONS: 

Education:

  • High school diploma required; Associate's or Bachelor's degree preferred.
  • Must meet all state and district employment requirements, including maintaining a Maine Department of Education Criminal History Records Check (CHRC)

Special Knowledge/Skills:

  • Strong organizational, communication, and leadership skills.
  • Ability to coordinate multiple priorities, meet deadlines, and adapt to changing circumstances.
  • Proven interpersonal skills for working effectively with employees, administrators, contractors, and the public.
  • Skilled in project tracking, workflow organization, and maintaining departmental efficiency.
  • Demonstrated initiative, professionalism, and sound judgment.

Experience:

  • Background in operations management, logistics, project coordination, or public sector administration preferred.
  • Experience with budgeting, scheduling, and administrative management.
  • Proven success supporting leadership, guiding staff, and improving systems or processes.

Technology Requirements:

  • Proficiency with Microsoft Office, Google Workspace, and management or scheduling software.
  • Use of department-issued technology (e.g., smartphone, work order systems) is required for communication, scheduling, and operational tracking.

 

REPORTS TO:

Cape Elizabeth Director of Facilities

JOB GOAL - 

PERFORMANCE RESPONSIBILITIES:

        • ProvideCoordinate administrativeand supportmonitor todepartmental operations, ensuring clear communication, timely scheduling, and workflow organization.
        • Assist in managing operational budgets, purchasing, and financial tracking in alignment with departmental goals.
        • Support the Facilitiesplanning Directorand delivery of facility projects, maintenance programs, and service contracts.
        • OverseeServe theas towna central communication link between staff, administrators, vendors, and schoolcommunity custodial team
        • Collaborate with school administrators, as needed, to ensure facility and staff needs are addressed
        • Interact with students, staff and parents/guardians in a courteous, professional manner
        • Understand access control software and be able to make changes
        • Code invoices to appropriate accounts with appropriate town or school budgets
        • Oversee employee records, including CHRC status, physicals required for employment, etc.
        • Schedule facility use requests/reservations
        • Oversee facility keys accountability and assignmentpartners.
        • Maintain statisticaldepartmental datarecords, correspondence, and documentation with accuracy and confidentiality.
        • AssistPromote teamwork, accountability, and a professional culture across the department.
        • Contribute to long-term planning, process improvement, and implementation of operational initiatives.
        • Respond effectively to changing priorities, emergencies, and requests for assistance.
        • Represent the department with budgetprofessionalism, monitoringdiscretion, and responsiveness.
        • MonitorPerform facilitiesadditional dept mail and email
        • Monitor facilities dept work orders
        • Monitor facilities dept certificates of insurance
        • Prepare department documents (Word, Excel, Google Apps for Education, etc.)
        • Maintain Operations Manual
        • Conduct Site Supervisor Training
        • Run, distribute and review financial software (ERP/MUNIS) reports
        • Oversee and submit department payroll and leave time
        • Conduct annual employee training
        • Answer and respond to facilities department phone calls
        • Otherrelated duties as assigned
           to support departmental success.

EQUIPMENT USED:

Computer, printer, calculator, telephone, copy machine, fax machine, and other pieces of general office equipment.

WORKING CONDITIONS:

Mental Demands: calculating, comparing, editing, problem-solving, evaluating, interpreting, organizing, consulting, analyzing, planning, designing, documenting, specifying, coordinating, implementing, presenting

Physical Demands: The physical demands listed here are representative of those that are required to successfully perform the essential functions of this job: sitting, walking, climbing stairs, operating computers and other equipment, using tools, and lifting or moving up to 25 pounds.

Environmental Conditions: inside, working around moving objects, working alone.

TERMS OF EMPLOYMENT:

Mondays through Fridays, in office, 8:30am - 5:00 pm, with 30-minute paid lunch break. Twelve-month year. Compensation and work hours in accordance with recommendation established by Superintendent and Facilities Director.

EVALUATION:

The basis of the evaluation will be the extent to which the performance responsibilities of the job are successfully handled and the extent to which yearly action plans and job goals are met. The Director of Facilities will perform the evaluation.

The Cape Elizabeth School Department expects that all employees will perform assigned duties diligently, professionally, and efficiently and in compliance with all district policies and procedures as well as all federal and state laws.

NOTE:

The above job description reflects the general requirements necessary to describe the principal functions or responsibilities of the job identified and shall not be interpreted as a detailed description of all work requirements that may be inherent in the job, either at present or in the future.

School Board Approved:

    • June 20, 2012 (originally Administrative Assistant to Director of Facilities and Transportation)
    • September 14, 2021
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