City of Fairfax

Assistant Operations Manager

Description

An essential part of the duties of this position is coordinating the operation, maintenance, scheduling, and public use of Parks and Recreation and Historic Resources facilities. This includes working with the Operations Manager in the recruitment, hiring, training, scheduling, and supervision of approximately 25 temporary and part-time staff members who staff the operating and rental hours of Parks and Recreation facilities and historic sites. This position will have a focus on staff monitoring and development.

This individual assists in developing and utilizing the potential of each employee to successfully deliver high-quality customer service while maintaining safe, accessible, and functional facilities. The position coordinates daily operational needs, facility readiness, event logistics, and maintenance activities while ensuring preservation-sensitive oversight of historic resources.

This position must anticipate citizen, and patron needs while providing cost-effective and customer-friendly delivery of quality services to the community. The Assistant Manager works with the Operations Manager to ensure facilities are maintained, functional, safe, and prepared for programs, rentals, events, and public visitation. The position also coordinates with the Historic Resources Manager to ensure that facility operations, maintenance activities, and site use are consistent with preservation objectives, interpretive goals, and the operational needs of historic resources facilities.

Work is performed under the general direction of the Operations Manager. Work is reviewed through conferences and reports for overall effectiveness and efficiency.

Examples Of Duties

Issues vacancy announcements, interviews, hires, trains, schedules, and supervises Customer Service Representatives and other assigned staff. Ensures availability of quality staff capable of providing exceptional customer service and positive experiences for visitors and facility users.

Responds to customer inquiries in person, via telephone, or e-mail; provides information regarding facility rentals, site use policies, fees, procedures, programs, and events.

Meets with prospective and current renters; conducts facility tours; discuss rental options, event logistics, site requirements, and facility policies.

Coordinates rental agreements, payment schedules, event documentation, facility access, and related customer communications.

Prepares facilities for programs, rentals, meetings, and special events; coordinates room setups, equipment needs, and site readiness.

Creates and maintains schedules detailing programs, events, public visitation, staffing assignments, and facility reservations.

Coordinates front desk coverage and daily operational assignments for Customer Service Representatives, part-time staff, and other assigned personnel.

Prepares and organizes operational, financial, rental, and usage reports; tracks facility utilization trends and assists with budgetary and operational planning.

Researches, tests, and implements innovative approaches, equipment, and technologies related to facility operations, scheduling, and customer service.

Coordinates departmental duties for Customer Service Representatives and other assigned staff to assist with administrative and clerical functions as needed.

Coordinates maintenance and upkeep of Historic Resources facilities and assigned Parks and Recreation venues, including monitoring facility conditions, submitting and tracking work orders, ordering supplies, coordinating repairs, and ensuring the proper functioning of buildings and grounds.

Serves as liaison between Historic Resources, Parks Maintenance, Public Works, contractors, and other service providers regarding facility maintenance, repairs, improvements, and operational needs.

Coordinates with the Historic Resources Manager regarding maintenance priorities, preservation-sensitive repairs, facility improvements, operational needs, and public use of historic resources facilities.

Works collaboratively with the Historic Resources Manager and Operations Manager to balance operational, maintenance, public access, rental, and preservation needs at historic resources facilities.

Conducts routine inspections of facilities and grounds to identify maintenance, safety, accessibility, and operational concerns.

Ensures Customer Service Representatives and assigned staff maintain all necessary certifications and required training, including First Aid/CPR certification when applicable.

Functions as a liaison between the City and individuals, organizations, community groups, renters, and partners utilizing City facilities.

Coordinates facility use with City departments, partner organizations, community groups, and commercial customers.

Schedules staff workload and assignments; conducts performance evaluations; certifies timesheets; and provides operational coverage during emergencies or staffing shortages as needed.

Makes operational, policy, equipment, and capital improvement recommendations to the Facilities and Operations Manager.

Assists with the marketing and promotion of facilities, rentals, programs, and events through brochures, publications, website content, reservation systems, and other communication methods.

Ensures compliance with facility safety requirements, accessibility standards, emergency preparedness procedures, and applicable operational policies.

Works on-call on weekends and evenings to manage operational issues and respond to emergency situations.

Assists administrative staff in day-to-day office management and customer relations as needed.

Acts in an acting capacity for the Operations Manager.

Works as site coordinator for special events sponsored by the City, department, or partner organizations.

Performs related work as assigned.

The duties listed above are intended only as an illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Qualifications

Requires a Bachelor's Degree in Business Administration, Public Administration, Marketing, Recreation Management, Facilities Management, Historic Preservation, or a closely related field.

Requires one year of experience in facility operations, facility management, event coordination, recreation management, customer service management, or closely related experience.

Possession of a valid driver’s license with a good driving record.

Necessary Knowledge, Skills, and Abilities:

Considerable knowledge of the equipment, facilities, operations, and techniques used in the management of public facilities, historic sites, community centers, and recreation venues.

Considerable knowledge of facility operations, scheduling, event logistics, customer service delivery, and administrative practices.

Considerable knowledge of building maintenance coordination, custodial services, work order systems, and the principles and practices associated with the operation and upkeep of public facilities.

Considerable knowledge of the occupational hazards and safety precautions associated with the operation of facilities, including emergency preparedness and risk management practices.

Working knowledge of accessibility requirements, facility regulations, and operational policies applicable to public facilities and historic sites.

Ability to coordinate and direct varied activities and functions involved in the operation of multiple facilities, historic sites, rentals, programs, and special events.

Ability to organize, supervise, train, schedule, and evaluate the work of employees consistent with the City's goals of establishing and maintaining quality community services through cost-effective, customer-friendly service delivery.

Ability to coordinate facility maintenance activities and effectively work with maintenance staff, contractors, service providers, partner organizations, and other City departments.

Ability to establish and maintain effective working relationships with employees, supervisors, other agencies, renters, participants, instructors, community leaders, volunteers, contractors, and the general public.

Ability to anticipate operational needs, identify problems, and implement effective solutions related to facility operations, maintenance, scheduling, and customer service.

Ability to deal courteously with the public.

Ability to communicate effectively, orally and in writing.

Ability to prepare reports, maintain records, and utilize facility scheduling, reservation, and work order management systems.

Ability to use a personal computer and standard office software.

Ability to work independently and exercise sound judgment in operational, customer service, and facility management matters.

Additional Desirable Qualification:

Three years of municipal, facility management, recreation, museum, historic site, community center, or public venue operations experience, including facility scheduling, maintenance coordination, event support, customer service, staff supervision; or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

Special Certifications and Licenses:

Requires Cardiopulmonary Resuscitation (CPR), Automated External Defibrillator use (AED), and First Aid certifications.

To Apply, visit: Assistant Operations Manager | Job Details tab | Career Pages