Facilities Operations and Compliance Manager

Pomona College · Claremont · $8,333–$9,667/month (stated in the posting)

ABOUT THE POSITION:

The Facilities Operations and Compliance Manager supports the Director of Central Facilities in the leadership, administration, and oversight of Central Facilities Services (CFS) operations. This role is responsible for managing administrative personnel, providing operational oversight of custodial services, and supporting the effective management of departmental resources, assets, budgets, and services to ensure efficient, consistent, and high-quality operations.

The position provides direct supervision of administrative personnel and the Custodial Supervisor, while maintaining broader operational oversight of the custodial team. This includes providing ongoing leadership, guidance, coaching, and support to strengthen supervisory effectiveness, address operational challenges, promote accountability, and ensure consistent service delivery and adherence to established policies and performance standards. The position also supports the Director in implementing departmental priorities, improving operational processes, and maintaining continuity of operations in the Director's absence.

This position requires supervisory and leadership experience, professional maturity, strong organizational and problem solving skills and the ability to respond effectively to unexpected events and changing priorities with composure and sound judgment.

Supports Central Facilities Services (CFS) regulatory and compliance programs to ensure adherence to applicable federal, state, and local regulations, organizational policies, and operational standards. Works closely with Environmental Health and Safety (EH&S) and other departments to coordinate inspections, audits, documentation, reporting, compliance tracking, and corrective actions to mitigate risk and maintain regulatory compliance.

COMPENSATION

Pay: The pay range for this position is $8,333.33-$9,666.67 per month, $106,000-$116,000 if annualized.

Benefits: This position is eligible for our employment benefits package including:

10% retirement contributions after one year (no matching required)
Tuition Remission and Professional Development funds
Access to fitness facilities
Generous time off including 11 paid holidays, up to 22 vacation days and 12 sick days per year, and a paid Winter Closure.
Medical, Dental, Vision

Work Schedule:

The regular hours for this full-time position are 8 a.m. to 5 p.m., Monday through Friday. Must be accessible by telephone 24/7 during non-working hours and may occasionally be required to respond by going onsite. May be required to work holiday, weekend, and/or evening hours. Regular hours may vary due to needs of the organization or business unit

ESSENTIAL FUNCTIONS

Operations and Leadership:

Assist in decision-making, assessment, development, and recommendations for Central Facilities Services (CFS) policies, procedures, services, and goals.
Develop and revise procedures pertaining to the provision of services (e.g., priorities, scheduling, nature and extent of services provided, and charges to recipients of services).
Develop long- and short-term planning, asset control, and resource utilization for CFS.
Conduct ongoing evaluation of the effectiveness of services provided and customer satisfaction and recommend changes.
Assess administrative support staffing needs and capabilities, and implement changes as needed.
Work with administrative team to assess work assignments, maintenance schedules and practices, and implement changes as needed.
Responsible for the efficient management of the Work Control System (Azzier) and ensure that information and data is being entered timely and accurately.
Monitor recurring operating and annual capital budget allocations to manage expenditures in a fiscally responsible manner.
Assist the Director with multi-year operating budget planning and strategic planning, including the development, implementation, and timely completion of strategic initiatives, as well as the establishment and achievement of short- and long-term goals and objectives.
Oversee the management of the centralized contracted services, such as elevator service and hazard material disposal.
Ensure effective relationships with vendors of goods and services with whom procurement arrangements are in place, review contracts and agreements as necessary.
As requested, analyze problem areas, and review functional areas in order.
Serve as CFS representative on committees as assigned, specifically the Safety Committee.
Assist in managing the department’s financial system to include preparing and monitoring annual operating and utility budgets, developing pricing for services (billing rates), billing for work, collecting revenues, and paying expenses.
Participates in annual inventory management. Reviews annual inventory of all CFS tagged equipment and supplies and reports prepared for Financial Services.
Act as liaison between CFS and TCC, ensuring quality services and timely responses to work requests.

Administration:

Facilitate and oversee the production of reports on division activities, including information such as work accomplished, work outstanding, man hour and material expenditures, stock levels and purchases, and program costs.
Review monthly billing reports prepared by administrative staff for distribution to the consortium Colleges and TCCS Financial Services and reconcile work order revenues with revenue in the Workday Financial System.
Oversee Azzier Work Order System auditing/quality control reviews.
Review reports of personnel transactions, such as time off and leaves.
Ensure division equipment needs and requests are completed in a timely manner
Work with Environmental Health and Safety to ensure training requirements are completed.
Perform other related duties as assigned.

Compliance:

Manage and execute CFS compliance activities to ensure adherence to applicable federal, state, and local regulations, organizational policies, and operational standards.
Identify compliance gaps and independently develop, implement, and improve processes, reporting tools, and tracking systems to strengthen efficiency, accountability, and compliance monitoring.
Plan, coordinate, and conduct internal compliance reviews and audits, and facilitate regulatory inspections in collaboration with Environmental Health and Safety (EH&S) and other departments.
Maintain compliance records, permits, certifications, and reporting schedules. Identify deficiencies, implement corrective actions within the position's authority, and follow through with responsible parties to ensure timely resolution.
Prepare regulatory reports, maintain compliance-related procedures, and coordinate required training with EH&S and other departments. Communicate compliance risks and concerns to management.

Supervisory Responsibility:

Number of direct reports: 4
Recruit, select, train, evaluate, and develop staff.
Clearly communicate job requirements and expectations.
Coordinate training and resources to support the performance of work duties.
Provide ongoing coaching that is balanced, helpful, timely, and contributes to a work environment of open communication, ownership of duties, and trust.
Address performance issues early, create appropriate documentation, and ensure follow through. Collaborate with Human Resources as needed.
Complete annual written performance reviews.

QUALIFICATIONS

Education/Training: Bachelor’s degree in a related field or an equivalent combination of education and experience.

Experience:

Four years of progressively responsible experience managing facilities maintenance and operations, including experience supervising administrative staff and developing policies and procedures.
Experience managing preventive maintenance programs, complex budgets, and financial resources

Other:

A valid driver’s license and a driving record acceptable to TCC’s automobile liability insurance provider. Responsible for the safe operation of golf carts, adhering to manufacturer-specified weight limits and safety requirements at all times.
Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment visa at this time.

Knowledge, Skills, and Abilities:

Working knowledge of the functions of multiple building trades.
Familiarity with generally accepted accounting principles, auditing principles, risk management, and procurement standards.
Performance management and effective methods to coach and develop direct reports.
Use computerized databases and work order systems.
Retrieve data, run, and analyze reports.
Proficiency with Microsoft Word, Outlook, and Excel.
Maintain accurate files and records, some of which may be confidential.
Be able to be contacted by telephone during non-working hours.
Fluent written and oral English skills.
Effective and professional communication skills with a diverse population of employees, TCCS leadership, vendors, and contracted personnel.
Compose written documents and reports using proper business writing, metrics, tables, and diagrams as needed. Ability to prepare presentations as needed.
Maintain multiple accounts, monitor purchase agreements, contracts, and other basic accounting for the division.

Preferred Qualifications:

Azzier work order system experience.
Work experience in facilities operations for an institution of higher education.
Certified Educational Facilities Professional (CEFP) certification.
Experience leading a custodial team
Experience with compliance and regulatory reporting
Experience with supply warehouse and inventory management

Physical Requirements:

A valid driver’s license and satisfactory results on the following post-offer pre-employment driving record check.
This position primarily performs work in an office environment and requires the ability to remain in a stationary position for extended periods while working at a computer.
The role involves frequent use of a computer, keyboard, mouse, and other standard office equipment, as well as repetitive hand and wrist movements.
The position requires the ability to communicate effectively in person, by telephone, video conference, and electronic communication; read and interpret printed and electronic documents; and exchange accurate information with employees, supervisors, and external partners.
Occasional standing, walking, bending, reaching, and lifting, carrying, pushing, or pulling materials weighing up to 15 pounds may be required, such as files, office supplies, or computer equipment.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

ADA/OSHA:

This job description defines the essential job duties of this position which the incumbent must be able to perform to fulfill the purpose and requirements of this position. The qualifications stated are required to perform the essential functions of this position, or the individual must demonstrate how the essential functions will be performed (with or without reasonable accommodation) using other qualifications not listed in this job description.

The Claremont Colleges Services expects that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).

Applicants requiring reasonable accommodation to the application/interview process should reach out to us via email at hr@claremont.edu or via phone at (909) 607- 9603.

Equal Opportunity Employer:

TCCS is an equal opportunity employer. TCCS managers make employment decisions on the basis of merit, with the aim of having the best available person in every job. TCCS prohibits discrimination based on all characteristics protected by federal, state, or local law or ordinance or regulation. TCCS also prohibits discrimination based on the perception that anyone has any of these characteristics or is associated with a person who has or is perceived as having any of these characteristics. All such discrimination is unlawful.

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