Operations Manager

3 weeks ago

Baltimore, United States Chesapeake Search Partners Full time
Job DescriptionJob Description

CSP has partnered with a state of the art healthcare client to find a detail-oriented Operations Manager to oversee the administrative and operational aspects of the company's facilities. The ideal candidate will manage various tasks related to company insurance policies, contract workers, licenses, permits, leases, equipment, and facility-related issues. The incumbent will also manage Accounts Payable tasks including processing invoices, following up with vendors and resolving discrepancies in a timely manner. The Operations manager will serve as the primary point of contact for clinics, ensuring smooth operations and timely resolution of facility-related issues.

 

Responsibilities:

Company Insurance Policies:

  • Coordinate and maintain records of company insurance policies.
  • Ensure compliance with insurance requirements and timely renewal of policies.

 

Independent Contractors/Staffing Agencies:

  • Manage relationship with staffing agency.
  • Validate time worked by contract therapist and approve timesheets.
  • Review invoices for accuracy and reconcile to timesheets.

 

Licenses and Permits:

  • Obtain and renew necessary licenses and permits for business operations.
  • Ensure compliance with regulatory requirements.

 

Leases / Property Management:

  • Administer lease agreements for company facilities.
  • Coordinate lease negotiations, renewals, and terminations.
  • Maintain leases in FinQuery (formerly LeaseQuery)
  • Address property management issues in collaboration with landlords or property management companies.
  • Coordinate dumpster contracts as per lease requirements.
  • Ensure proper waste management and disposal practices.
  • Schedule and coordinate office moves.
  • Provide inventory lists to movers and ensure smooth transition.

 

Facilities Management:

  • Order utilities and troubleshoot issues, as necessary.
  • Optimize utility usage for cost efficiency.
  • Manage HVAC maintenance contracts and schedules.
  • Coordinate repairs and inspections to ensure optimal functionality.
  • Refer and/or approve agreements/services for pest control, cleaning, laundry, plumbing, etc.
  • Monitor contractor performance and adherence to service agreements.

 

Point of Contact for Clinics:

  • Serve as the primary contact for clinics regarding facility-related issues.
  • Address concerns promptly and ensure resolution.
  • Procure and maintain equipment necessary for clinic operations.
  • Coordinate repairs and replacements as needed.

 

Account Payable:

  • Processing invoices, following up with vendors and resolving discrepancies in a timely manner.
  • Pays vendors by scheduling and preparing checks. Resolving contracts, invoice or payment discrepancies and documentation.
  • Filing and records retention.

 

Qualifications:

  • Bachelor’s degree in business administration, or related field preferred or ten plus years’ experience in related position.
  • Proven experience in multi-unit management or related administrative roles.
  • Strong organizational and multitasking abilities.
  • Excellent communication and interpersonal skills.
  • Proficiency in Microsoft Office Suite.
  • Sage Intacct experience is ideal, but not required.
  • FinQuery (formerly LeaseQuery) or other lease management software experience is a plus.
  • Ability to work independently and collaboratively in a fast-paced environment.

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