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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:

Facilities Director

JOB GOAL

To assist in the effective and efficient operation of the Facilities Department by ensuring organized communication, clear workflows, and consistent support of Town and School operational priorities.

PERFORMANCE RESPONSIBILITIES:

  • Coordinate and monitor departmental 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 planning and delivery of facility projects, maintenance programs, and service contracts.
    • Serve as a central communication link between staff, administrators, vendors, and community partners.
    • Maintain departmental records, correspondence, and documentation with accuracy and confidentiality.
    • Promote 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 professionalism, discretion, and responsiveness.
    • Perform additional related 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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