Operations Office Manager

Colorado Academy•Denver, CO

13h•Onsite

About The Position

This is a full-time, year-round position in the Operations Department. It reports to the Director of Operations. This person runs the day-to-day office work for Operations and also leads projects that involve other departments. They make the office run smoothly, improve how things are done, and manage projects from start to finish. They work independently to manage office workflows, oversee administrative tasks, handle compliance and financial records, and act as the main point of contact for all of Operations — including facilities, transportation, custodial services, and grounds.

Requirements

At least three years of office management or administrative experience, ideally in facilities, operations, or on a school campus
Comfortable with Google Workspace and Microsoft Office; experience with work order systems, payroll software, and financial tracking tools
Strong writing and speaking skills, and can work professionally with faculty, staff, families, and vendors
Can juggle competing priorities and make sound decisions with little supervision
Experience building project timelines, tracking milestones, and keeping stakeholders updated
Can coordinate across several departments at once
Experience with budget tracking, processing invoices, and keeping financial records
Motor vehicle record must meet school standards

Nice To Haves

Bachelor's degree
Experience at an independent school, college, or nonprofit
Experience supervising or coordinating other people's work
Familiarity with CMMS platforms, payroll systems, or facilities management software
Project Management Professional (PMP) certification or similar training (e.g., CAPM, Agile/Scrum)
Experience managing projects that span multiple departments

Responsibilities

Run the daily administrative operations of the Operations Department, and build efficient workflows, systems, and procedures
Manage facility use requests — coordinate with the campus community, make sure policies are followed, and communicate approvals and details
Manage the key system, keep accurate records, and work with supervisors on access changes
Track equipment inspections, required certifications, safety paperwork, and renewal deadlines
Serve as the main contact for the Director of Operations, handling most inquiries directly and escalating when needed
Manage the Director's calendar, prioritizing based on department and school needs
Be the go-to expert for the department's software systems, and train and support staff on them
Monitor radio communications for operations, serving as the department's communications hub
Supervise operations administrative staff, student workers, or temporary employees
Draft, review, and route correspondence for the department
Manage onboarding paperwork and records for Operations staff
Manage and reconcile the department's operating budget — track spending, flag variances, and report to the Director
Review and process vendor invoices and billing; resolve issues directly with vendors before escalating
Oversee payroll for the Operations Department, making sure it's accurate and on time
Manage purchasing of supplies, equipment, and furniture — get competitive quotes and follow school purchasing rules
Keep financial records organized and prepare budget reports as needed
Build and manage timelines for capital and department projects, with clear, tracked milestones and deliverables
Coordinate cross-department projects, working with Finance, Human Resources, Technology, Athletics, and Academics on scope, resources, and timelines
Run project kickoff meetings, check-ins, and closeout reviews; share notes, action items, and updates with stakeholders
Keep a project tracker so the Director of Operations always knows the status of active projects, upcoming deadlines, and risks
Manage scope or timeline changes, and quickly tell stakeholders how they affect budget, staffing, or deliverables
Coordinate vendor and contractor timelines for facilities and capital projects, and escalate issues as needed
Support event planning and facilities logistics, handling administrative details and communication
Keep organized, audit-ready records and files for the Operations Department
Track compliance documents, insurance certificates, vendor contracts, and required filings, and make sure renewals happen on time
Work with the Director of Risk Management on incident reports and compliance records
Other duties as assigned
All employees at CA are expected to carry out the CA Mission, "Creating Curious, Kind, Courageous, and Adventurous Learners and Leaders," to support the vision of CA, and to contribute to the life of the school outside of the classroom.