VP of Operations

Vice President of Operations - Medical

Introduction:

The Vice President Of Operations Is a Full-time Salaried Position That Carries Exempt Status In The Department Of Operations. The Vice President Of Operations Reports Directly To The Senior Vice President Of Operations. He Or She Has Key Relationships With The Following:

• Customers
• Subcontractors, Independent Contractors, & W-2 Employees (“Cleaners”)
• Office Manager
• Human Resources
• Portfolio Manager
• Senior Vice President of Operations

Job Summary:

The Vice President of Operations will plan, direct, coordinate, and oversee operations activities in the organization, ensuring development and implementation of efficient operations and cost-effective systems to meet current and future needs of the organization.

Responsibilities:

Cleaners

• Actively identify and recruit Cleaners to service new and existing customer locations according to All Clean policy and procedures
• Conduct productivity reports to evaluate Cleaner performance
• Provide leadership to management and housekeeping team for all EVS operations
• Responsible for productivity and staffing that is appropriate to the account goals
• Overseeing EVS subcontractors and supervisors
• Manage and oversee periodic inspections at 15 affiliate sites and 10 Loyola campus buildings. Work with supervisors to maintain cleaning specifications and target areas being neglected or need special attention

Payroll

• Manage payroll for all Cleaners. Submit payroll by the appointed deadline to the Vice President of Operations
• Responsible for approval of bi-weekly payroll hours of non-exempt staff

Logistics

• Manage and oversee the periodic work order schedules for the Loyola main campus and 15 affiliate sites which includes scheduling, follow up, and inspections. (carpet cleaning, stripping and waxing, curtain cleaning, windows, buffing, etc.)
• Participate in hospital committee meetings (ICRA, PDC, SAFETY, etc.)

Work Force

• Ensuring that Portfolio Managers or Supervisors recruit and maintain a competent work force
• Overseeing in conjunction with HR, the hiring, training, supervising, evaluating and disciplining associates at the accounts within Company guidelines
• Reviewing operations and plan schedules with Portfolio Manager and Supervisors to improve performance
• Maintaining a continuing program of training and evaluation of Portfolio Manager and Supervisors to provide recognition and identify personnel qualified for promotion

Customer Relations

• Responsible for Trinity/Loyola contracted service and main contact with Trinity Regional VP EVS and Loyola VP Support Service
• Provide information for Weekly updates to TRINITY/LOYOLA on building cleaning projects at the Loyola campus and off-site clinics
• Meetings with tenants and customers regarding cleaning concerns and issues at it relates to ongoing problems or special projects taking place
• Maintain customer relations with Trinity and Loyola department heads and managers plus Executive levels of Loyola
• Maintain and support client satisfaction at a level that ensures account retention and expansion
• Administer required client/customer surveys (and other feedback instruments) and respond in a timely and effective manner
• Act as the liaison between customers and internal teams ensuring clients’ requirements are met
• Identify customer issues and deliver solutions within 24 hours
• Draft proposals for new customers, amendments for existing customers, and all project work
• Ensure the highest level of customer service to all accounts
• Review and analyze financial statements, weekly operating reports and other financial results
• Develop maintenance plans for buildings to generate additional revenue

IVR Compliance

• Review daily the IVR Time and Attendance report to ensure accuracy for billing and payroll
• Document all communications with clients through the CRM contact database. All entries should be put in within a 24-hour period

Administrative Responsibilities

• Document all communication by email
• Maintain expense budgets as established by the Vice President of Operations. Maintenance of budgeted goals will be monitored quarterly
• Generate supporting documentation to rebill customer for additional services not included in contract, and paying Subcontractor for any additional services Work Order jobs outside the Periodic Schedule within the Loyola Agreement
• Responsible for review and approval of invoices, rebilling of customer for services not included in contract and pay subcontractors for any work performed
• Preparing administrative reports analyzing turnover, labor and supply and customer complaints

Other

• Stay up-to-date with internal and external developments, and suggest new ways to increase sales
• Focus on delivering quality cleaning at a low cost to the company
• Perform other duties as assigned by the Vice President of Operations

Minimum Requirements

• High School Diploma or equivalent training required; college degree preferred
• Strong communication skills
• Excellent analytical and organizational skills
• High standards of integrity and motivation
• Positive and professional team member
• Experience in customer service
• Problem solving and conflict management skills

Desired Qualifications

• Hands on experience with Microsoft Word and Excel
• The ability to work with autonomy
• The ability to work in a fast-paced environment

Additional Minimum Requirements

• College degree in Sales, Business Administration or relevant field is preferred
• Five to ten years of experience in service-industry operations management
• Strong communication skills
• Excellent analytical and organizational skills
• High standards of integrity and motivation
• Positive and professional team member
• Experience in sales and customer service
• Problem solving and conflict management skills
• Expertise in building long-term relationships
• Availability to travel as needed

Desired Qualifications

• Advanced college degree in Sales, Business Administration or relevant field is preferred
• Hands on experience with QuickBooks software and MS Excel
• Previous experience managing local/national accounts
• Experience in meeting clients’ requirements
• Bilingual (English/Spanish)

Compensation

• Salary and Bonus commensurate with experience
• Competitive Benefits Package including:
• Healthcare
• Dental
• 401K
• PTO program