Manager, Operations

Responsibilities

• Ensure the overall operation, maintenance, organization and appearance/aesthetic look of entire facility.  
• Ensure routine/preventative maintenance and service is completed by vendors throughout the facility. Maintenance and service includes HVAC, plumbing/appliance repairs, painting, general building/furniture repairs, light bulb replacement, landscaping, handyman, pest control, shredding services, deep cleaning, landlord preventative main etc. 
• Manage larger scale facilities projects and build outs from the inception to completion. Monitor contractor’s performance and work closely with them to ensure work is completed according to specifications, manage change orders, track spending against designated budget and flag potential overages.  
• Approve requests for facility and workspace related purchases and escalate approval process when necessary.  
• Manage overall parking operations and determine parking assignments for new hires. 
• Manage current responsibilities of daily onsite vendors (security guards and cleaning staff), their overall performance and address any performance concerns.  
• Manage Operations team’s overall ideation, planning and execution of designated company-wide programs, events and parties (picture releases, holiday parties, etc.) 
• Work with HR, IT and the rest of the Operations team to ensure operational items are ready for new hires (seating assignment, fobs, parking, campus access system).  
• Point person for all building and security emergencies.  
• Ownership and regular management of emergency preparedness plan. Regularly update materials, arrange in-office drills/necessary training sessions and ensure routine maintenance of emergency systems. 
• Manage (Security) Receptionist and Office Assistants. 
• Oversee the Office Assistant and manage day-to-day operations for the company’s smaller office site on the Universal lot.
• Manage overall relationships with landlord, property manager, campus staff and UMG to ensure we are maintaining a positive and proactive rapport with all parties.  
• Manage and track spending of Facilities budget (determine estimates, track actuals, identify areas for cost savings.  
• Oversee management of asset inventory. 
• Manage office space planning (projecting department growth, new employee locations, office moves, etc.) within workplace management system. 
• Ensure work orders are created for all employee building concerns and requests, department projects and areas of concern identified during team sweeps. Assign work orders to member of Operations team and ensure they are all followed through to completion. 
• Make sure Operations related invoices are received and processed in a timely manner. Review all invoices on a weekly basis before they are processed to ensure there are no areas of concern/inconsistencies.  
• Track and review all campus/landlord related expenses charged back to Illumination (CAM, building specific expenses) and audit when necessary. 

Qualifications

• 5+ years of experience in Facilities, Office, or Workplace Operations in a multi-site corporate environment
• Proven ability to manage day-to-day facilities operations, preventative maintenance programs, and vendor performance
• Experience leading office build-outs and facilities projects, including contractor oversight, budgets, and change orders
• Strong budget and financial management skills, including invoice review, expense tracking, and cost optimization
• Demonstrated experience managing on-site staff and vendors (security, cleaning, office support)
• Experience owning emergency preparedness, building security, and incident response
• Strong cross-functional partnership skills with HR, IT, Finance, and leadership to support onboarding, space planning, and company-wide initiatives
• Must work on-site 5 days a week.