Operations, Facilities & IT Manager

Harmonium Inc.•San Diego, CA

4h•$75,750 - $102,263•Hybrid

About The Position

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.

Requirements

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
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
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

Nice To Haves

Employee management experience preferred

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
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