Operations, Facilities & IT Manager in San Diego, California at Harmonium Inc.

POSITION SUMMARY

The Operations, Facilities & IT Manager oversees agency facilities, property maintenance, operational projects, asset management, assigned vendor relationships, and outsourced IT services. This management and hands-on role assesses facility needs, performs routine repairs, preventive maintenance, and minor handyman work, and engages qualified or licensed contractors when needed. The position manages projects and vendors through completion while ensuring accurate budgets, expenses, contract terms, renewals, and payment obligations for both long-term and month-to-month agreements.

As the agency’s primary liaison with its outsourced IT partner, the position receives and triages internal IT requests, resolves appropriate issues, and escalates other tickets to the IT provider. The manager monitors tickets through resolution, communicates updates, addresses delays, and identifies recurring issues. This position also serves as Harmonium’s Information System Security and Privacy Officer.

ESSENTIAL FUNCTIONS

RESPONSIBILITIES

Manage multiple concurrent facilities, technology, and operational priorities while consistently meeting agreed-upon milestones and deadlines

Maintain timely, accurate, and complete project, vendor, asset, maintenance, and service records

Develop, update, and implement agency facilities and operations procedures, workflows, and documentation

Manage maintenance and improvement needs for owned and leased properties, including assessing requests, setting priorities, defining scope, developing project action plans, assigning deadlines, scheduling work, and monitoring projects through completion, communicating updates and tracking costs (includes monthly site visits)

Determines the appropriate division of responsibilities between this role and outsourced service providers.

Identify, evaluate, and coordinate qualified vendors and contractors; confirm required contracts, licenses, and insurance; monitor performance, quality, cost, and timely completion of work

Develop, negotiate, administer, and monitor facilities, operations, and technology-related contracts within delegated authority

Manage and coordinate the outsourced IT vendor relationship, including service expectations, escalations, project coordination, performance monitoring, and alignment with agency needs and budget

Serve as system Administrator for for multiple systems related to Operations, IT and Facilities including, but not limited to, for Google Domain and manage all associated accounts

Perform basic desktop support activity for Hardware, App and Software issues

Perform basic technological desktop support, such as equipment setup

JOB COMPLEXITY

Coordinate RingCentral administration and ensure voicemails, emails, and faxes are routed and distributed accurately and timely

Ensure agency buildings are properly maintained by assessing needs and coordinating preventive maintenance, repairs, safety inspections, renovation projects, and resource-efficiency improvements

Perform routine repairs, preventive maintenance, and minor handyman work at agency-owned and leased facilities, including basic carpentry, painting, patching, furniture assembly, fixture replacement, and other minor building maintenance. Assess whether work can be safely and appropriately completed internally or requires a qualified or licensed contractor, and coordinate external contractors when necessary

Conduct preliminary roof visual checks to locate damage sources, document scope, and engage qualified roofing companies to complete comprehensive inspections and necessary repairs

Safely climb ladders, access rooftops, and work at elevated heights in accordance with company policies and applicable safety regulations

Comply with all company safety policies, training requirements, personal protective equipment (PPE) requirements, and fall-protection procedures

Respond to emergency maintenance situations as needed

Evaluate facilities and operational systems and recommend practical improvements that strengthen safety, efficiency, service quality, and accountability

Transport tools, supplies, and materials between sites using a personal vehicle, coordinating and driving rental trucks as needed for large equipment or high-volume transfers

Assist with gathering facilities, technology, budget, and project information and coordinating logistics for grant applications and funded projects

Analyze, prioritize, and respond to requests for repairs, maintenance, purchases, technology support, and facility improvements and prepare budgets for review and approval

Evaluate and administer physical security systems across agency facilities and coordinate vendors, access, maintenance, and issue resolution

Serve as Safety Lead for Administrative Office and support implementation of the agency's Injury and Illness Prevention Plan

Maintain current tracking tools and project documentation for vendors, contracts, assets, repairs, service requests, budgets, milestones, risks, decisions, and completed work

Coordinate facilities and operations budget planning and monitoring; review proposals, negotiate pricing, and recommend cost-effective solutions

Receive, assess, and coordinate non-IT help desk tickets and administrative office operational needs to support timely resolution and efficient office operations

Provide minor routine maintenance and hands-on support for the Administrative Office and other agency locations, as needed

Serve as the first point of contact for employee IT support requests; perform initial intake and basic triage, submit or route tickets to the managed IT service provider, communicate status, escalate delays or critical issues, and monitor requests through resolution

Serve as Harmonium's Information System Security and Privacy Officer and coordinate with agency leadership and the managed IT service provider regarding technology security, privacy, access, incident response, and required documentation

Collaborate across all program and administrative service areas to plan work, communicate impacts or timeline changes, manage vendor interaction, coordinate access, and minimize disruption to agency operations

Under HR's direction, participate in gathering information and supporting facilities, operations, technology, safety, or privacy matters with legal implications

STAFF SUPERVISION

This position has no direct reports but leads projects and coordinates the work of vendors, contractors, consultants, and internal stakeholders

COMMUNICATION

Develop and maintain positive, professional, service-oriented relationships with employees, program leaders, vendors, contractors, consultants, and community partners

Provide regular status reports on facilities, maintenance, technology services, budgets, risks, project milestones, deadlines, and outstanding decisions

Coordinate Administrative Office setup and facilities and technology readiness for new employees in partnership with HR, supervisors, and the managed IT service provider

AGENCY LEADERSHIP

Lead the consistent implementation, documentation, and continuous improvement of agency operations, facilities, maintenance, asset management and project management procedures

Provide agency oversight and coordination of outsourced IT services and hold the managed IT service provider accountable to contractual expectations and organizational priorities

Anticipate operational risks and barriers, address urgent issues promptly, exercise independent judgment, recommend solutions, and drive assigned work to timely completion

DECISION MAKING

Participate in resource, budget, vendor, technology, and facilities planning; independently prioritize work and make recommendations that support agency-wide operations

Exercise discretion and independent judgment within Harmonium's policies, procedures, contracts, budgets, regulatory requirements, and delegated authority

Exercises sound judgment in communicating with the supervisor by keeping them informed of key issues, emerging concerns, and significant developments; works independently while recognizing when consultation, guidance, or escalation is needed.

MINIMUM COMPETENCIES

EDUCATION & EXPERIENCE

Bachelor's Degree in business, operations, facilities management, project management, information systems, or a related field preferred; equivalent relevant education and experience may be considered

Minimum of 5 years of progressively responsible experience in operations, facilities, project management, IT, property management, or a closely related field

Employee management experience preferred

Maintenance and/or handyman experience

KNOWLEDGE, SKILLS & ABILITY

Excellent oral and written communication skills and demonstrated commitment to responsive, high-quality internal and external customer service

Ability to balance multiple priorities, respond to urgent operational needs, and remain effective in high-pressure situations

Working knowledge of Google Workspace, Mac OS/iOS, PC hardware, Windows operating systems, Microsoft 365/Office applications, IT service-ticketing systems, asset management, and vendor-supported technology environments

Demonstrated ability to work independently, exercise sound judgment, collaborate across departments, and lead work through influence

Strong analytical and creative problem-solving skills, including the ability to assess urgency, risk, cost, and operational impact

Seasoned project management skills with a demonstrated record of managing multiple concurrent projects, contractors, budgets, deliverables, and deadlines from initiation through completion

Demonstrated high level of organization, documentation, attention to detail, follow-through, and timely communication when risks or deadlines change

Self-motivated and accountable, with the ability to establish priorities and complete complex assignments with minimal supervision

Practical knowledge of minor construction and handyman work, building systems, preventive maintenance, repair assessment, job-site safety, and when to engage a licensed contractor

Demonstrated commitment to Harmonium's vision, mission, and values

ADDITIONAL EMPLOYMENT REQUIREMENTS

Valid TB results required

Must receive Fingerprint Clearance upon hire (paid by Harmonium)

Valid CA driver’s license and access to a reliable vehicle with active insurance

PHYSICAL REQUIREMENTS

Position requires working in both indoor office/school settings and varying outdoor environments, including exposure to seasonal weather conditions

Ability to travel throughout San Diego County with the flexibility required to meet job duties

Frequent repetitive hand use and simple grasping, i.e., desk and computer functions

Ability to sit for prolonged period

Occasionally lifting and carrying up to fifty pounds independently and heavier loads with assistance or mechanical equipment

Frequently lift, carry, push, and pull materials and equipment weighing up to 30 pounds independently.

Ability to safely use basic hand tools and maintenance equipment appropriate to assigned minor repairs

Ability to operate a computer

Position requires climbing ladders, working on roofs, and complying with all required safety and fall protection procedures

Must be able to climb an extension ladder, lifting materials, working at heights

Possess sufficient visual acuity, manual dexterity, balance, and mobility to safely perform maintenance and repair tasks

Frequently standing, walking, climbing stairs, kneeling, crouching, bending, stooping, twisting, pushing, pulling, climbing ladders, and reaching above and below the shoulder

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions

HOW TO APPLY: Visit our website at harmoniumsd.org or scan the QR code to view our current openings and apply.

DIVERSITY STATEMENT

Harmonium is committed to creating a diverse environment and is proud to be an equal opportunity employer. We seek to cultivate a work environment that encourages fairness, teamwork, and respect among all employees/interns. We are committed to maintaining an atmosphere in which people of diverse backgrounds and lifestyles may grow personally and professionally.

DISCLAIMER NOTICE: This Job Description is intended to describe the general nature and level of work being performed by the employee in this position. It is not intended to be an all inclusive list of all responsibilities, duties, and skills required of a person in this position. This job description is subject to change at any time.