Operations Manager Allies in Aging Billings, MT Job Details Full-time $28 - $34 an hour 1 hour ago Benefits Health insurance Dental insurance Paid time off Vision insurance Retirement plan Qualifications Vendor relationship building Record keeping Computer operation Staff supervision Automobile maintenance requirements Team supervision Managing teams in a customer support role Company vehicle operation Operations High school diploma or GED Change management Managing clients in a customer support role Team development Driver's License Maintenance records management Customer engagement Conflict management Vendor relationship management Organizational skills Leading team collaboration initiatives Productivity software Documentation Handling Operations Process management Leadership Operational budget management

Full Job Description Job Summary:

The Operations Manager provides organization-wide leadership for the people, systems, facilities, and resources that support safe, responsive, and efficient daily operations. This position oversees facilities and building maintenance, fleet and transportation, customer service, tenant relations, centralized purchasing, mail operations, and emergency preparedness. The Operations Manager translates organizational priorities into practical processes, service standards, preventive plans, and measurable results while balancing quality, safety, stewardship, compliance, and the experience of employees, clients, tenants, and community partners. Additionally, Our Managers are asked to show up with courage, curiosity, and a growth mindset. This role requires someone who is not only willing, but eager, to engage in healthy conflict, challenge assumptions, and invite diverse perspectives. You must be committed to continuous learning and self-reflection, actively fostering a culture of trust, psychological safety, and accountability. The goal of this level of leadership presence and engagement is to model vulnerability in service of growth, embrace discomfort as a path to innovation, and lead with both head and heart.

Essential Duties and Responsibilities:

Operational Leadership and Organizational Stewardship Develop and implement operational plans, service standards, policies, procedures, and performance measures that align daily operations with the organization's mission, strategic priorities, and core values. Prepare and monitor assigned operating budgets; review expenses, identify efficiencies, and recommend investments that improve safety, service quality, reliability, and long-term sustainability. Manage vendor and service-provider relationships, including sourcing, bid or quote comparisons, contract coordination, performance monitoring, and issue resolution in collaboration with Finance and organizational leadership. Use work-order trends, service data, inspections, feedback, and other operational measures to identify risks, resolve recurring problems, and support informed decision-making. Facilities, Building Maintenance, and Tenant Relations Oversee the safe, clean, secure, accessible, and reliable operation of organizational facilities, grounds, building systems, utilities, and shared spaces. Establish preventive maintenance, inspection, work-order, repair, and capital-replacement plans; prioritize requests and coordinate internal staff, contractors, and vendors through completion. Maintain operational records related to facilities, keys and access, inspections, warranties, service agreements, repairs, and applicable safety or regulatory requirements. Serve as the primary operational contact for tenants; communicate clearly, respond to concerns, coordinate shared-space and building needs, and help ensure lease-related operational responsibilities are addressed consistently. Fleet and Transportation Operations Oversee the organization's vehicle fleet, including acquisition and replacement planning, licensing and registration, insurance coordination, preventive maintenance, repairs, inspections, fueling, cleanliness, and recordkeeping. Lead transportation operations and staff to provide safe, dependable, respectful, and efficient service, including appropriate scheduling, coverage, route or trip coordination, and response to service disruptions. Maintain driver qualification, training, vehicle-use, incident, and inspection processes; coordinate timely reporting and follow-up for accidents, damage, citations, or safety concerns. Monitor fleet utilization, maintenance costs, service reliability, and transportation performance and recommend improvements based on operational needs and available resources. Customer Service Operations Lead the Customer Service Team in delivering a welcoming, accurate, timely, and consistent experience across in-person, telephone, and electronic interactions. Establish front-desk, call-handling, visitor, information-routing, escalation, and coverage procedures that support client service, confidentiality, safety, and continuity of operations. Oversee centralized purchasing and office-supply inventory, including ordering standards, approval processes, vendor coordination, cost controls, distribution, and responsible use of organizational resources. Manage incoming and outgoing mail, packages, courier needs, postage, internal distribution, and related procedures to ensure materials are secure, traceable when needed, and delivered promptly. Emergency Preparedness, Safety, and Continuity Lead the development, maintenance, communication, and testing of emergency preparedness, evacuation, shelter-in-place, severe-weather, and continuity-of-operations plans for organizational sites and services. Coordinate drills, emergency supplies, staff roles, contact lists, communication protocols, documentation, and corrective actions in partnership with leadership, program teams, landlords or tenants, first responders, and external resources as appropriate. Promote a proactive culture of safety by facilitating inspections, documenting hazards, coordinating corrective action, supporting incident review, and providing or arranging relevant operational and safety training. Provide calm, timely operational leadership during facilities, transportation, safety, weather, or service-continuity events, including after-hours response when necessary. Overall Manager Responsibilities Contribute an operational perspective to strategic planning, policy development, organizational decision-making, risk management, and long-term sustainability. Partner across departments to anticipate operational needs, coordinate change, remove barriers, and ensure consistent implementation of organization-wide priorities. Model the organization's core values of Empathy, Courage, Accountability, Excellence, and Belonging in leadership decisions, working relationships, and service delivery. Perform other duties and lead special projects as assigned in support of organizational needs.

Supervisory Responsibilities:

This position directly supervises designated employees within Customer Service, Transportation, and Building Maintenance. Responsibilities include participation in hiring, onboarding, work assignment, scheduling, coaching, performance management, recognition, corrective action, and staff development. Minimum Qualifications (Experience/Education): Bachelor's degree in business administration, operations management, facilities management, public administration, or a related field preferred; an equivalent combination of relevant education and experience will be considered. Five years of progressively responsible experience in operations, facilities, fleet or transportation, customer service, or a related area, including at least two years of direct supervisory or team-lead experience. Demonstrated ability to manage multiple operational functions, competing priorities, vendors, projects, budgets, and service expectations across multiple locations or teams. Working knowledge of facility and fleet maintenance practices, workplace safety, emergency preparedness, purchasing controls, and operational recordkeeping. Strong judgment, problem-solving, planning, organization, follow-through, and change-management skills, with the ability to respond calmly and effectively to urgent situations. Strong interpersonal, customer-service, verbal, and written communication skills, including the ability to work respectfully with employees, clients, tenants, vendors, and community partners from diverse backgrounds. Proficiency with Microsoft Office applications and the ability to learn and use work-order, scheduling, purchasing, fleet, and other operational systems. Experience working in a nonprofit, human-services, aging-services, or community-based organization preferred. Valid Montana driver's license and ability to meet the organization's vehicle-insurability requirements. Successful completion of required background and motor-vehicle-record checks.

Working Conditions:

Work is performed in office, facility, vehicle, and occasional outdoor environments and requires regular movement among organizational sites and work areas. Must be able to remain in a stationary position for periods of time and frequently move through buildings, grounds, and parking areas to inspect conditions and respond to operational needs. Must be able to operate a computer and standard office equipment and communicate accurate information in person, by telephone, and electronically. Must be able to drive, enter and exit vehicles, and travel locally between organizational locations and service providers as needed. May be exposed to weather, noise, dust, cleaning or maintenance environments, mechanical areas, and other conditions typical of facilities and fleet oversight; appropriate safety practices and equipment must be used. Ability to lift, carry, push, or pull up to 50 pounds using proper body mechanics and available safety equipment or assistance. Must be available to respond to occasional early-morning, evening, weekend, weather-related, or emergency operational needs.

Pay:

$28.00 - $34.00 per hour Expected hours: 40.0 per week

Benefits:

Dental insurance Health insurance Paid time off Retirement plan Vision insurance Application Question(s): Are you at least 18 years or older? (Yes or No answers only) How do you balance being supportive of employees while still holding them accountable when expectations aren't being met? What does a well-run operations department look like to you? What do you believe other departments should be able to expect from an Operations Manger? And what should the Operations Manager reasonably expect from them?

Education:

High school or equivalent (Required)

Experience:

Leadership:

5 years (Preferred)

Work Location:

In person