Operations, Facilities & IT Manager

POSITION SUMMARY

The Operations, Facilities & IT Manager oversees agency facilities, property maintenance, operational projects, asset management, assigned vendor relationships, and outsourced IT services. This management and hands‑on role assesses facility needs, performs routine repairs, preventive maintenance, and minor handyman work, and engages qualified or licensed contractors when needed. The position manages projects and vendors through completion while ensuring accurate budgets, expenses, contract terms, renewals, and payment obligations for both long‑term and month‑to‑month agreements.

As the agency’s primary liaison with its outsourced IT partner, the position receives and triages internal IT requests, resolves appropriate issues, and escalates other tickets to the IT provider. The manager monitors tickets through resolution, communicates updates, addresses delays, and identifies recurring issues. This position also serves as Harmonium’s Information System Security and Privacy Officer.

Manage multiple concurrent facilities, technology, and operational priorities while consistently meeting agreed‑upon milestones and deadlines

Maintain timely, accurate, and complete project, vendor, asset, maintenance, and service records

Develop, update, and implement agency facilities and operations procedures, workflows, and documentation

Manage maintenance and improvement needs for owned and leased properties, including assessing requests, setting priorities, defining scope, developing project action plans, assigning deadlines, scheduling work, and monitoring projects through completion, communicating updates and tracking costs (includes monthly site visits)

Determines the appropriate division of responsibilities between this role and outsourced service providers.

Identify, evaluate, and coordinate qualified vendors and contractors; confirm required contracts, licenses, and insurance; monitor performance, quality, cost, and timely completion of work

Develop, negotiate, administer, and monitor facilities, operations, and technology‑related contracts within delegated authority

Manage and coordinate the outsourced IT vendor relationship, including service expectations, escalations, project coordination, performance monitoring, and alignment with agency needs and budget

Serve as system Administrator for for multiple systems related to Operations, IT and Facilities including, but not limited to, for Google Domain and manage all associated accounts

Perform basic desktop support activity for Hardware, App and Software issues

Perform basic technological desktop support, such as equipment setup

Coordinate Ring Central administration and ensure voicemails, emails, and faxes are routed and distributed accurately and timely

Ensure agency buildings are properly maintained by assessing needs and coordinating preventive maintenance, repairs, safety inspections, renovation projects, and resource‑efficiency improvements

Perform routine repairs, preventive maintenance, and minor handyman work at agency‑owned and leased facilities, including basic carpentry, painting, patching, furniture assembly, fixture replacement, and other minor building maintenance. Assess whether work can be safely and appropriately completed internally or requires a qualified or licensed contractor, and coordinate external contractors when necessary

Conduct preliminary roof visual checks to locate damage sources, document scope, and engage qualified roofing companies to complete comprehensive inspections and necessary repairs

Safely climb ladders, access rooftops, and work at elevated heights in accordance with company policies and applicable safety regulations

Comply with all company safety…