Manager, Business Operations - Keahuolu

Liliʻuokalani Trust•Kailua-Kona, HI

13d•Onsite

About The Position

The Manager, Business Operations leads the operational engine for Keahuolū, overseeing Facilities and Maintenance, Security, and the administrative team. This role is responsible for the systems, standards, schedules, budgets, contracts, and daily support that enable all other teams to function safely and effectively. The Manager acts as a strategic partner to the Executive Director, translating organizational priorities into operational plans, forecasting resource needs, and identifying risks. They also serve as an operations partner to all Keahuolū staff, ensuring a safe, well-maintained, well-resourced, and welcoming environment that honors the Queen's legacy and serves the Kamalei.

Requirements

BA in business administration, operations management, facilities management, public administration, or a related field.
At least six (6) years of operations, facilities, or business management experience.
At least five (5) years supervising staff.
Experience working with youth programs or youth-focused operations.
Demonstrated experience developing and managing budgets, and overseeing procurement, vendor relationships, and service contracts.
Demonstrated experience supervising, developing, and respectfully holding accountable multi-disciplinary teams.
Experience implementing and improving operational systems and processes; proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) required.
Ability to work varied hours, weekends, and holidays as needed, and on-call availability.
Requires frequent sitting, standing, walking, bending, stooping, kneeling, reaching, and climbing stairs and ladders; ability to lift and carry 25 pounds regularly and up to 50 pounds occasionally.
Requires extended periods of computer-based planning, budgeting, and reporting work, as well as regular time outdoors walking facilities, grounds, and job sites in sun, rain, heat, dust, and on uneven surfaces.
Must be mentally alert, emotionally steady, and physically able to respond to emergencies.
Conditions include working inside and outside, working around machines with moving parts, working closely with others and alone, working protracted or irregular hours, intermittent or constant noise, and traveling by UTV or vehicle.

Nice To Haves

Alignment with Queen's legacy: Understanding and appreciation of Queen Liliʻuokalani's story, her legacy and the Hawaiian Culture is foundational to staff's commitment to working with our Hawaiian children, families, and communities.
Demonstrates respect for and appreciation of Hawaiian values, history, and culture, understanding its implication in one's work, in fostering meaningful relationships, and in embracing the community served.

Responsibilities

Serves as a strategic partner to the Director, Keahuolū, contributing to Keahuolū planning, priority setting, resource allocation, and organizational decision-making from an operations perspective.
Develops and executes the annual business operations plan for Keahuolū, including facilities and infrastructure priorities, security, administrative systems, and capital and operating budget needs.
Establishes and continuously improves the standards, standard operating procedures, workflows, and service levels that govern facilities, security, and administrative support.
Anticipates and surfaces operational risks, constraints, and resource gaps to leadership with recommendations and options.
Continuously building and curating partnerships locally, state-wide, and nationally to support the Keahuolū land plan and Program opportunities.
Oversees the maintenance, repair, upkeep, and long-range care of all Keahuolū facilities, grounds, and infrastructure, including the front and back offices, shop, Interpretive Center, Mauka Field office, storages, caretaker's residence, campground facilities, KIM apartment, and surrounding grounds and infrastructure.
Directs the development of preventive maintenance, inspection schedules, and prioritizes deferred maintenance and recommends capital improvement projects.
Oversees the Trust's Keahuolū vehicle, UTV, trailer, equipment, and tool fleet, including maintenance schedules, safety inspections, registrations, replacement planning, and assignment and use policies.
Oversees the Security team and the overall security protocols for Keahuolū, including patrols, access control, alarm and surveillance systems, incident documentation, trespass, and campground rules enforcement.
Oversees the site safety program, including OSHA compliance, required trainings and certifications for all Keahuolū staff.
Develops, maintains, and tests emergency preparedness and response plans for Keahuolū, including fire, natural disaster, medical emergency, property emergency protocols, and ensures on-call coverage and clear communication workflow.
Maintains relationships with county and state agencies and first responders, including police, fire, and emergency services, and serves as an operational point of contact for the site.
Oversees the administrative team and all front-of-house and back-of-house administrative operations, including reception, phones and correspondence, Kamalei and guest experience, filing and records retention, and office supply and janitorial orders and inventory.
Oversees the Keahuolū camping program operations, including registration and reservation systems, camper check-in, coordination with Security and Facilities, and reporting.
Oversees access control administration, including issuance and tracking of keys, gate codes, remotes, and building access.
Develops and manages the Keahuolū business operations budget; oversees fiscal processing including invoices, billing statements, purchase requests, expense reports, and ensures compliance with LT financial policies and approval thresholds.
Oversees coordination of staff travel, trainings, vehicle and room reservations, and site logistics.
Develops scopes of work, cost estimates, and bid packages for facilities, security, and operational services; leads vendor and contractor selection.
Manages vendor and service provider relationships, contract performance, deliverables, insurance and certification requirements, billing accuracy, and renewals.
Partners with the Manager, Natural Resources and the Manager, Keahuolū Programs on contracts that span natural resource and program related efforts.
Supervises the Lead, Facilities and Maintenance; the Lead, Security Officer; and the administrative team, including hiring, onboarding, coaching, performance management, scheduling and timekeeping approval, and professional development.
Partners with the Manager, Keahuolū Programs on the operational and logistical needs of programs and events, including facility and space use, equipment requests, set-up and break-down, transportation, and hands-on support.
Centers standards around customer service, responsiveness, and initiative across all teams, and models it in daily practice.
Fosters a team culture grounded in the Trust's values, in aloha, and in the shared responsibility of caring for Keahuolū and Kamalei.
Responds to and coordinates resolution of property emergencies; must be reachable and available outside of standard hours as circumstances require.
Office and storage organization, cleaning, and re-stocking daily.
Contributes to the Trust's success by accepting new assignments, helping team members, learning new skills, and striving to improve team and organization results.