Operations & Facilities Manager

The Creekside School•San Jose, CA

About The Position

The Operations & Facilities Manager is the architect of the school’s physical and technical platform. This role ensures the campus is a safe, high-functioning, and technologically reliable environment. By managing the school’s infrastructure, mechanical systems, IT hardware, and operational budget, this role allows the Principal and instructional staff to focus entirely on student learning. This role is proactive and forward-thinking, anticipating operational challenges before they arise and implementing preventative systems that reduce downtime, improve safety, and elevate the overall campus experience. The Operations & Facilities Manager continuously seeks opportunities to improve the physical and technical environment in ways that directly support staff effectiveness and student success.

Requirements

Experience: 3–5 years in operations, facilities, preferred additional IT project management. 3–5 years in operations or facilities management; additional experience in IT systems or project management preferred.
Leadership: Proven ability to manage staff and external vendors.
Technical Savvy: Comfortable with basic network troubleshooting, hardware deployment, and Google Workspace. Comfortable with basic network troubleshooting, hardware deployment, and Google Workspace. Strong computer proficiency required, including advanced use of Google Workspace (Drive organization, Sheets tracking systems, shared documentation management).
Financial Literacy: Experience managing budgets, reviewing service contracts and evaluating vendor proposals.
Physical Requirements: Ability to be mobile across a large campus and lift up to 50 lbs.

Nice To Haves

Prior experience working for or managing contractors, trades, or construction projects.
Experience in K–12 school districts, charter schools, or senior living / large multi-building facilities environments.
Experience building preventative maintenance systems and operational tracking tools from the ground up.
Familiarity with compliance environments (OSHA, IIPP, state facility inspections such as California FIT).

Responsibilities

Maintenance Oversight: Manage the full lifecycle of the building, including HVAC, plumbing, electrical, and structural integrity. Develop, implement, and maintain comprehensive preventative maintenance schedules for HVAC, plumbing, electrical, vehicles, roofing, life-safety systems, and all critical campus infrastructure; establish tracking systems where none currently exist.
Vehicle Fleet Management: Oversee maintenance, registration, inspections, and repair schedules for all school vehicles; maintain service records, systems, and ensure operational readiness and compliance.
Staff Supervision: Direct the Maintenance Technician’s daily tasks, ensuring high-quality repairs and proactive campus upkeep.
Facilities Compliance & FIT Oversight: Coordinate, conduct, and document the annual California Facility Inspection Tool (FIT) inspection; address findings promptly and maintain records for audit readiness.
Summer & Break Management: Lead seasonal reset projects, including deep cleaning, classroom transitions, and large-scale facility upgrades.
Custodial Quality Control: Act as the primary liaison for cleaning vendors, conducting regular inspections to ensure health and aesthetic standards.
Maintenance Supplies & Inventory: Order, track, and manage supplies and materials required for general maintenance and facility repairs; maintain organized stock levels to prevent operational disruption.
Preventative & Continuous Improvement Mindset: Proactively identify infrastructure risks, deferred maintenance concerns, and opportunities for campus enhancement; implement solutions before issues disrupt operations.
Hardware Lifecycle: Manage the procurement, setup, and maintenance of staff and student devices (laptops, tablets, printers).
Network Reliability: Serve as the point of contact for the ISP and ensure campus-wide Wi-Fi stability; manage the relationship with any external Managed Service Providers (MSP).
Classroom Tech: Oversee the functionality of instructional technology, including projectors, interactive boards, and sound systems.
Inventory & Security: Maintain an accurate digital inventory of all hardware and ensure physical security of tech assets.
Security Systems: Own the functionality of "hard security," including cameras, alarm systems, etc.
Risk Assessment: Conduct regular campus audits to identify and mitigate physical hazards or liability risks.
Real-Time Risk Mitigation: Responsive to immediate to program needs identified by the Principal or Adult Program Director
OSHA & IIPP Compliance: Ensure compliance with OSHA standards and the school’s Injury & Illness Prevention Program (IIPP); maintain required documentation, conduct safety checks, and coordinate corrective actions as needed.
Regulatory Documentation: Maintain organized and audit-ready records related to safety inspections, compliance certifications, and facility operations.
Financial Oversight: Assist the Executive Director in developing and tracking the annual facilities, IT, and operations budget.
Vendor & Contract Management: Source and vet all external contractors (landscapers, IT support, trades), ensuring competitive pricing and proper insurance.
Procurement: Manage "Big Spend" items and maintain stock of essential operational supplies.
Vendor & Contract Management: Source, vet, and actively manage all external contractors (landscapers, IT support, trades, inspectors), ensuring competitive pricing, proper insurance, scope clarity, and performance accountability.
Operational Documentation & Data Management: Maintain a clean, organized, and up-to-date digital facilities drive, including uploading and organizing receipts, bids, contracts, warranties, inspection reports, and compliance documents; ensure documentation integrity and accessibility.
Strategic Coordination: Partner with the Principal to align facility and IT projects with the instructional calendar.
The "Logistics Brain": Support the HR Admin by ensuring new hires have the tools they need (keys, desks, devices, badges) before Day 1.
Event Support: Coordinate the physical and technical setup for school-wide events and board meetings.
Strategic Campus Planning: Contribute to long-term campus improvement planning, aligning facilities upgrades and operational improvements with the school’s strategic goals.