Operations Supervisor ($68-$76K annually)

SBF is seeking an Operations Supervisor to join our Operations team as part of our Finance and Administration department. This position reports directly to our Director of Human Resources and Operations and is based in Santa Barbara County.

Please review our Job Description below, before applying. All applicants must submit a professional resume, cover letter and completed copy of our employment application, in order to be considered.

Position Summary:
The Operations Supervisor is responsible for providing exceptional internal and external customer service to fellow SBF colleagues and all other stakeholders the Supervisor and their team interact with. Their primary focuses include managing facilities for three SBF buildings: two located in Santa Barbara and one in Santa Maria, project managing and communicating to key stakeholders on progress, acting as the main contact for general event related bookings and creating and streamlining operational workflow, processes and expectations for the Operations team as a whole. The Supervisor leads by example with SBF’s core values of accountability, inclusivity, innovation, respect and continuous learning at the forefront of their team’s efforts. The Supervisor will manage the Operations team, including the Receptionist and a part-time Operations team member, and work very closely with the Human Resources and Administrative Generalist. This position will ideally be based out of the Santa Barbara office and does not offer a hybrid component.

Specific Responsibilities:

• Manage SBF office facilities and assets, including capital projects, remodeling and refurbishments, general maintenance, outsourced custodial or other service contracts, furniture, and office moves and changes.
• Serve as the primary contact, and set an example of excellent customer service, for nonprofits and eligible organizations that request to use SBF’s reservable spaces, e.g., boardrooms or meeting areas. Take the lead, and have a feeling of ownership, over SBF’s reservable spaces and the process for welcoming, tracking and booking activity. Be responsible for utilization statistics and keeping organized tracking records knowing that convening is a part of community leadership role SBF plays.
• Consult with the teams from the CE department if/when more information is needed about outside organizations.
• Serve as the primary contact for SBF’s residential property to all relevant vendors, ensuring a high level of accountability and responsiveness to the President and CEO and keeping the Director looped in when necessary.
• Manage residential maintenance schedule including indoor and outdoor.
• Create calendar and vendor list and ensure gaps in service are avoided. Negotiate and oversee vendor contracts and renewals.
• Take initiative to find creative and cost-saving solutions with current or new vendors.
• Serve as the main point of contact for SBF properties regarding utilities and security. I.e., power outages, water leaks, calls from vendors at any time of day or night.
• Move furniture and other heavy items to set the stage before meeting and gatherings at the SB locations: this includes regularly moving heavy, oddly shaped items that may weigh up to 100 lbs.
• Work in close consultation with IT to cross-train on basic tech solutions e.g., setting up Zoom hybrid meetings, helping guests of the SBF offices troubleshoot and play a key role in setting up hardware for new hires and for office moves.
• Serve as the day-to-day point of contact for property management and “manage up” to ensure timely customer service from the vendors contracted out through the property management group.
• Schedule in advance and communicate to the Operations team to ensure projects that may affect any staff on any premise are communicated clearly and timely.
• Ensure staff on the Operations team are aware of any vendors on site
• Engage in regular weekly one-on-one check-ins with the Director to assure operations are in alignment with strategic and operational priorities.
• Engage with the Directors of HR and Operations and Accounting to understand the Operations team budget, the budget for the managed facilities and aim for well-informed, cost-conscious purchase decisions and recommendations.
• Oversee the delivery of office services, furniture and equipment and all other general deliveries to the SB office location and other locations, when needed.
• Make recommendations for practices and policies that focus on improving SBF’s general operating standards.
• Create an MS Teams channel to keep all staff updated on efforts and progress around the office, especially as unexpected items pop up that may leave an area looking unkempt.
• Manage Operations team workflow and projects on Monday.com, updating Director during one-on-one weekly check-ins.
• Supervise, coach and keep a clear and open line of communication open with direct reports, being the Receptionist and part-time Operations role. Ensure each staff person is empowered, in the know and that weekly check-ins happen to support their work; ensure the team is aware of the bigger picture goals of the Operations department.
• Cross train to serve as a cover to Reception (front desk) area including welcoming visitors, donors and answering phones.
• Travel between multiple sites, sometimes on a daily basis.
• Work with the President and CEO’s Executive Assistant and Board Liaison regarding event set-up at the residential property, when needed.
• Undertake long-term projects such as emergency preparedness and others related to Operations.
• Keep Outlook calendar populated as per SBF standard.
• Other duties as assigned.

Essential Requirements:

• Work in the office daily for at least eight hours per day.
• Ability to lift and move heavy and/or oddly shaped tables or objects up to 100 lbs., sometimes a few times a week for 10–15-minute time frames each.
• Excellent verbal and written communication skills, understanding when to listen and gather information, who to route it to and when to come prepared with a proactive recommendation.
• Ability to see the bigger picture in an organization and proven work history demonstrating success without micro-management needed from direct supervisor.
• Take pride in holding oneself accountable and creating a high-quality work product. Aims to go “above and beyond” not just get the job done.
• Excellent organizational skills, especially as it relates to anticipating needs, tracking projects and creating a varying schedule for the part-time Operations teammate.
• Desire to learn the basic elements of tech support and ability to notate, retain and execute on that learned information.
• Proficiency with MS Office suite and the desire to improve further.
• A successful team player with a positive attitude.
• Ability to lead and manage an Operations team.
• Self-motivated and in possession of very good problem-solving skills.
• Ability to plan ahead and have contingency plans if things don’t go smoothly or unexpected events occur e.g., weather concerns.
• Ability to listen to detailed information and synthesize into action or a plan.
• Ability to know when to ask for clarification or for help and support.
• Maintain awareness of operations staffs’ projects and timelines, especially as it effects the rest of the organization.
• Ability to manage competing priorities in a changing environment while delegating and supervising Operations team.
• Ability to be the primary point person who will work occasional evenings, weekends and early mornings, representing SBF professionally and taking pride in that role.
• Two or more years of people management preferred.
• 4-5 years progressive related facilities/operations management is preferred.
• Desire to grow with SBF and learn continuously is preferred.
• BS/BA preferred, but not required.
• AV technologies, technology and database analysis highly desirable.

Work Environment:

• General office environment, with intermittent travel between locations.
• Open office environment.
• Pets on premises regularly. See our Pet Policy for more information.
• Significant telephone and computer work (repetitive movement – typing).
• Frequent sitting, standing, walking, climbing stairs, bending and lifting of light to heavy loads (50 lbs.).

At SBF, we value wellness and offer a very generous benefits package, including: up to 15 days of PTO in the first year of employment, 14 holidays, sick time, 401K with 4% matching in the first year and an additional 6% of profit sharing after one-year anniversary, fully paid medical and ancillary benefits and more!

This exempt role is offered at a annual salary of $68-$76K annually, depending on skills and experience demonstrated in the interview process.

All applicants are required to submit an employment application, a resume and cover letter to hr@sbfoundation.org.