Executive Operations Assistant Jobs in Rochester, NY

The Operations Manager (OPM) is like a quarterback who directs all the players on the field. He is under the supervision of the Director of Operations who ultimately calls the plays. He keeps the team moving down the field because he oversees all of the operations, middle managers, personnel, and equipment. He is responsible for the master schedule. He is the hub, and everyone else is a spoke. The operations manager works hard to be a good communicator to the operations team and sales team. 

• Manages and supports service delivery and fulfillment operations
• Supports sales team with proactive communication and updates
• Oversees fleet supervisor, fleet maintenance, and repairs for assigned Service Center and Satellites if applicable
• Oversees purchasing for materials, sub-contractors, and fleet repair and maintenance needs
• The role will focus on exterior services such as landscape management, facility repair and maintenance services, and similar
• Reports to Director of Operations (DOO)

• Keeps master scheduling tools updated at all times. (i.e., Default Schedules, Calendars, SPS)
• Updates Omnia’s fleet and local item library with current data
• Manages Omnia’s fulfillment systems and production calendars
• Coordinate master schedules and provide operational schedules to Account Executives and Production Managers
• Ensure fleet needs are level-set against production requirements, and communicate fleet needs to the DOO
• Manages designated Fleet Supervisor and all repair and maintenance needs of assigned fleet
• Manages fleet inventory systems
• Manages designated 5s Leader
• Manages all Field Supervisors and Production Managers
• Creates incident reports and compiles information per policy for accidents, or close calls
• Drives the ECF Egress and ECF Ingress standards

• Responsible for purchasing goods, services, and materials in line with job budget; superior manager must approve overages
• Complete all appropriate internal documentation related to purchasing procedures
• Manage job budget of hours and materials, with Production Managers and Field Supervisors to ensure budget is met
• Approves expense reports weekly for subordinates
• Approves payroll weekly for field staff
• Approves purchasing requisitions weekly for subordinates
• May assist in AR matters if directed by DOO

• Coordinates with the project(s) client(s) and the designated Account Executive to ensure customer satisfaction is at its highest possible level, before, during, and after the delivery of a completed project/scope.
• Participates in customer service-related activities at the direction of the DOO or corporate office staff

• Participates in recruiting, the hiring process, and the development of team members
• Ensures that all new hires complete orientation per policy
• Follows company policies and ensures that team members are obeying all safety, quality, and excellence rules and guidelines
• Takes the lead in maintaining adequate staff to meet the needs of production
• Follows and administers appropriate disciplinary protocols that are applicable to subordinates
• Responsible for all uniforms and assigned company purchased tools and equipment to subordinates

• Support Account Executives and Project Managers with estimating processes and developing of proposals for new and existing clients
• Seek and obtain referrals for additional work opportunities
• Manage post-sale quality control. Establish and maintain strict programs that manage quality and warranty programs

• Ensure assigned fleet, personnel uniforms & grooming, facility cleanliness, and job sites, meet our corporate standards of professional image
• Conduct etiquette, behavior, and professional standards training to all subordinates
• Ensure that all personnel are observing safety standards during working hours, at job sites, in public places, in transit, and at branch facilities, and such standards are clearly seen by the public

While performing duties, employees are regularly required to use written and oral communication skills; may read and interpret data, information, and documents; observe and respond to people and situations; learn and apply new information or skills; work under deadlines; and interact with others encountered in the course of work. Proficiency in English is required.

The employee frequently is required to stand, walk, and sit. The employee is occasionally required to use hands to finger, handle, or feel; reach with hands and arms; climb or balance; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 60 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Long working hours are required for an emergency, urgent response, or winter weather storm management operations.

While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions, moving mechanical parts, fumes or airborne particles, toxic or caustic chemicals, and outside weather conditions. The noise level in the work environment is usually moderate.

Travel throughout the market served by the Allentown Service Center, from time to time for purposes of training, the employee may be required to travel to other offices of ECF.

The employee may not use illicit drugs or prescribed pharmaceuticals that will impact their ability to safely carry out their job during their employment with ECF. ECF operates in several high-security environments which require individuals who can pass security background checks. The employee is required to be able to pass security background checks to fulfil their role. The employee is to have and hold a valid driver’s license free of points from traffic violations and or accidents

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job family chart. They are not intended to be a comprehensive list of all responsibilities, duties, and skills required of employees in this job family series.