Facilities Operations and Compliance Manager

The Claremont Colleges Services • Claremont, CA

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About The Position

The Facilities Operations and Compliance Manager supports the Director of Central Facilities in leading, administering, and overseeing Central Facilities Services (CFS). The position manages administrative personnel, provides operational oversight of custodial services, and helps manage departmental resources, assets, budgets, and services. It directly supervises administrative personnel and the Custodial Supervisor while providing broader leadership and guidance to the custodial team. The role also supports departmental priorities, process improvement, and continuity of operations in the Director’s absence.

The position manages CFS regulatory and compliance programs, working with Environmental Health and Safety (EH&S) and other departments on inspections, audits, records, reporting, compliance tracking, training, and corrective actions. It oversees facilities operations, contracted services, vendor relationships, work-order and financial systems, budgets, inventory, and administrative reporting. The role supervises four direct reports and is expected to promote accountability, effective communication, and consistent service delivery.

This is a full-time position with regular hours of 8 a.m. to 5 p.m., Monday through Friday. The employee must be reachable by telephone 24/7 outside working hours and may occasionally need to respond onsite. Holiday, weekend, or evening work may be required, and regular hours may vary with organizational needs. The position primarily works in an office environment and includes occasional physical tasks such as standing, walking, bending, reaching, and handling materials weighing up to 15 pounds.

Requirements

• Bachelor’s degree in a related field, or an equivalent combination of education and experience.
• Four years of progressively responsible experience managing facilities maintenance and operations.
• Experience supervising administrative staff and developing policies and procedures.
• Experience managing preventive maintenance programs, complex budgets, and financial resources.
• Valid driver’s license and a driving record acceptable to TCC’s automobile liability insurance provider.
• Ability to operate golf carts safely and follow manufacturer weight limits and safety requirements.
• Authorized to work for any employer in the United States; employment visa sponsorship or transfer is not available.
• Working knowledge of multiple building trades.
• Familiarity with generally accepted accounting principles, auditing principles, risk management, and procurement standards.
• Knowledge of performance management and effective methods for coaching and developing direct reports.
• Ability to use computerized databases and work-order systems, retrieve data, and run and analyze reports.
• Proficiency with Microsoft Word, Outlook, and Excel.
• Ability to maintain accurate records, including confidential files.
• Ability to be contacted by telephone during non-working hours.
• Fluent written and oral English skills and effective, professional communication with employees, leadership, vendors, and contracted personnel.
• Ability to write business documents and reports using appropriate writing, metrics, tables, and diagrams, and to prepare presentations as needed.
• Ability to maintain multiple accounts and monitor purchase agreements, contracts, and other basic divisional accounting.
• Ability to perform the position’s physical functions, with or without reasonable accommodation, including extended stationary work at a computer, frequent computer and office-equipment use, and occasional handling of materials up to 15 pounds.

Nice To Haves

• Experience with the Azzier work-order system.
• Facilities operations work experience at an institution of higher education.
• Certified Educational Facilities Professional (CEFP) certification.
• Experience leading a custodial team.
• Experience with compliance and regulatory reporting.
• Experience with supply warehouse and inventory management.

Responsibilities

• Assist in developing and recommending CFS policies, procedures, services, and goals.
• Develop and revise procedures for service priorities, scheduling, scope, and charges.
• Plan CFS asset control and resource use over the short and long term.
• Evaluate service effectiveness and customer satisfaction and recommend changes.
• Assess administrative staffing needs, work assignments, maintenance schedules, and practices; implement changes as needed.
• Manage the Work Control System (Azzier) and ensure data is entered accurately and promptly.
• Monitor operating and capital budgets and expenditures; assist with multi-year budget and strategic planning.
• Oversee centralized contracted services, review contracts and agreements, and maintain effective vendor relationships.
• Represent CFS on assigned committees, including the Safety Committee.
• Assist with financial operations, including budgets, service pricing, billing, revenue collection, and expense payments.
• Participate in annual inventory management; review tagged equipment and supplies inventories and reports for Financial Services.
• Serve as liaison between CFS and TCC to support quality services and timely responses to work requests.
• Oversee reports on divisional activities, including completed and outstanding work, labor and material expenditures, stock levels, purchases, and program costs.
• Review monthly billing reports, distribute them to consortium Colleges and TCCS Financial Services, and reconcile work-order revenues with the Workday Financial System.
• Oversee Azzier work-order auditing and quality-control reviews.
• Review reports concerning personnel transactions, including time off and leaves, and ensure division equipment needs and requests are addressed promptly.
• Work with EH&S to ensure training requirements are completed.
• Manage CFS compliance activities and ensure adherence to applicable regulations, policies, and operational standards.
• Identify compliance gaps and develop or improve processes, reporting tools, and tracking systems.
• Plan and conduct internal compliance reviews and audits and facilitate regulatory inspections with EH&S and other departments.
• Maintain compliance records, permits, certifications, and reporting schedules.
• Identify deficiencies, implement corrective actions within the role’s authority, and follow up with responsible parties to ensure timely resolution.
• Prepare regulatory reports, maintain compliance procedures, coordinate required training, and communicate compliance risks to management.
• Recruit, select, train, evaluate, and develop staff; communicate job expectations and coordinate resources and training.
• Coach staff, address performance issues, document them, collaborate with Human Resources as needed, and complete annual written performance reviews.
• Perform other related duties as assigned.

Benefits

• 10% retirement contributions after one year; no matching required.
• Tuition remission and professional development funds.
• Access to fitness facilities.
• Generous time off, including 11 paid holidays, up to 22 vacation days, 12 sick days per year, and a paid Winter Closure.
• Medical, dental, and vision coverage.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager