WHAT DOES AN ASSISTANT OPERATIONS MANAGER DO?
The Assistant Operations Manager excels in managing team operations, enhancing workforce capabilities, and ensuring alignment with service objectives. Expertise encompasses system administration, staff training, and maintaining operational excellence across functions. Builds robust relationships with providers and ensures strict adherence to safety and operational standards.
A Review of Professional Skills and Functions for Assistant Operations Manager
1. Assistant Operations Manager Duties
- Safety: Assist in reviewing and enforcing company policies and procedures on health and safety, sustainability, and environmental management, and procurement functions for effective business operations.
- Process Improvement: Review procedures and identify areas for improvement in the project lifecycle for more effective financial and resource management in projects.
- Project Analysis: Carry out reviews on major projects, collect information necessary for analysis regarding project finances, progress, resources, and risks.
- Event Planning: Assist in managing the Professional Growth Network, planning activities, scheduling, and budgeting to fulfill the objectives of the Network.
- Project Management: Monitor and track building projects and advise when projects should occur and if additional staff is needed to complete them on time.
- Procurement: Make purchase recommendations to the Facilities Manager.
- Reporting: Manage building projects and compile and produce reports.
- Safety Management: Participate in maintaining a safe working environment.
- Logistics: Make occasional parts pickups and provide occasional office maintenance.
- Flexibility: Must be able to work as needed at night and on weekends on a call basis.
2. Assistant Operations Manager Details
- Maintenance: Planning and implementing all mechanical operations, maintenance, and energy management programs according to quality standards.
- HVAC/MEP Management: Ensures proper operation and mechanical condition of all HVAC and MEP systems within the area of responsibility.
- Training: Trains all assigned personnel in operation and maintenance procedures involved within the complex.
- Regulatory Compliance: Provides support to Operations Manager to ensure compliance with all governmental, City, Provincial, and Federal codes, laws, and regulations.
- Tenant Relations: Maintains excellent tenant relations through prompt, courteous response to tenant requests.
- Procurement Purchases supplies and services required within the area of responsibility and approved budget guidelines.
- Facility Maintenance: Supervises and performs general maintenance and operation of the property which includes: HVAC, Electrical, Plumbing.
- Inventory Management: Oversees the administration of necessary inventory control programs and systems to ensure accurate and timely records of its disposition.
- Personnel Management: Supervises, supports, and guides operation and maintenance personnel assigned to the property.
- Program Management: Maintains an effective operation and maintenance program within the area of responsibility.
- Budgeting: Participates in the preparation of annual budgets and oversees daily account activities.
- Preventative Maintenance: Supervises a productive, preventative maintenance and repair program with accurate, up-to-date records.
3. Assistant Operations Manager Responsibilities
- KPI Management: Work with the Co-CEO on Safety, People, Quality, Responsiveness, & Cost KPIs.
- Lean Principles: Learn and establish Lean principles from the Toyota Production System.
- Logistics: Accountable for all procurement, shipping, and inventory Key Performance Indicators.
- Shipping Coordination: Coordinate shipping activities and operations.
- Policy Compliance: Ensure efficiency and compliance with company policies.
- Shipping Supervision: Supervise shipping staff and divide responsibilities to ensure performance.
- Shipment Management: Responsible for all shipments sent and received to and from the facility.
- LTL & Software: Manage LTL shipments and manage MRPEasy software.
- Software Management: Manage Shipstation software and other third-party shipping systems.
- Inventory Control: Control and account for all inventory.
- Vendor Negotiation: Negotiate with and manage third-party vendors.
4. Assistant Operations Manager Job Summary
- Policy Development: Work with the Clinical Operations Manager [COM] to develop and implement operational policies and procedures.
- Communication Maintenance: Maintain excellent lines of communication with staff and COM.
- Facilitation: Support and facilitate communication between staff and management team.
- Team Coordination: Conduct daily check-ins with team leads, with additional involvement throughout the day.
- Payroll & Performance Oversight: Maintain direct oversight of employee payroll, performance evaluations, and the recruitment and retention of staff.
- Contractual Compliance: Work with leadership to ensure the service/account/clinic meets contractual obligations.
- Policy Enforcement: Review and enforce policies and protocols and ensure compliance with all Hines policies and procedures.
- Budget Management: Assist COM with managing budgets for supplies, payroll, and any special projects.
- Tenant Relations: Develop and maintain positive tenant relations through prompt, courteous responses to tenant requests.
- Professionalism: Maintain a professional appearance and manner at all times.
- Documentation: Prepare business letters, expositions, summaries, and reports.
- Emergency Response: Maintain a calm demeanor in emergency situations.
- Teamwork: Act as a team member with all Hines staff.
5. Assistant Operations Manager Accountabilities
- Team Management: Operational management of a team, including workforce development, performance management, and compliance with service mission statements.
- System Administration: Administrating the Telecare Call Handling System, including access permissions, user configuration, stock management, and trend reports.
- Training Coordination: Undertaking staff inductions and processing system training within the Team.
- Staff Support: Providing support and guidance when dealing with staff welfare, absence, and discipline issues.
- Data Management: Leading on numerous specific data accuracy checks and performance monitoring mechanisms.
- Relationship Building: Building and developing relationships with internal and external providers and stakeholders, including liaising with Health Professionals.
- Pilot Monitoring: Ensure the Pilot Launches are meeting the daily operational requirement.
- Vessel Management: Ensuring operation and maintenance of the vessels are in accordance with Company procedure and expectations.
- Compliance Verification: Confirm vessel coding is maintained in line with relevant Code of Practice.
- Record Keeping: Manage Port Transfer records, Defect reporting, Service issue reports, and Fuel logs.
- Safety Assurance: Confirm that all vessel safety equipment is issued and maintained in line with Code requirements.