Manager, Business Operations - Keahuolu

Job description

Job Purpose The purpose of the Manager, Business Operations is to lead the operational engine that keeps Keahuolū running. This position oversees the Facilities and Maintenance team, the Security team, and the administrative team, and is accountable for the systems, standards, schedules, budgets, contracts, and day-to-day support that allow every other team at Keahuolū to do their work safely and well. The Manager, Business Operations serves as a strategic partner to the Executive Director, Keahuolū, translating organizational priorities into operational plans, forecasting resource needs, surfacing risks before they become problems, and as an operations partner to every teammate at Keahuolū, from the Natural Resources team, to the Programs team serving Kamalei and ʻohana. The efforts of the Manager, Business Operations will create a safe, well-maintained, well-resourced, and welcoming Keahuolū that honors the Queen's legacy and serves her Kamalei. Essential Responsibilities Strategic Partnership and Operational Leadership • Serves as a strategic partner to the Director, Keahuolū, contributing to Keahuolū planning, priority setting, resource allocation, and organizational decision-making from an operations perspective. • Develops and executes the annual business operations plan for Keahuolū, including facilities and infrastructure priorities, security, administrative systems, and capital and operating budget needs. • Establishes and continuously improves the standards, standard operating procedures, workflows, and service levels that govern facilities, security, and administrative support. • Anticipates and surfaces operational risks, constraints, and resource gaps to leadership with recommendations and options. • Continuously building and curating partnerships locally, state-wide, and nationally to support the Keahuolū land plan and Program opportunities. Facilities, Grounds, and Infrastructure • Oversees the maintenance, repair, upkeep, and long-range care of all Keahuolū facilities, grounds, and infrastructure, including the front and back offices, shop, Interpretive Center, Mauka Field office, storages, caretaker's residence, campground facilities, KIM apartment, and surrounding grounds and infrastructure. • Directs the development of preventive maintenance, inspection schedules, and prioritizes deferred maintenance and recommends capital improvement projects. • Oversees the Trust's Keahuolū vehicle, UTV, trailer, equipment, and tool fleet, including maintenance schedules, safety inspections, registrations, replacement planning, and assignment and use policies. Safety, Security, and Emergency Preparedness • Oversees the Security team and the overall security protocols for Keahuolū, including patrols, access control, alarm and surveillance systems, incident documentation, trespass, and campground rules enforcement. • Oversees the site safety program, including OSHA compliance, required trainings and certifications for all Keahuolū staff. • Develops, maintains, and tests emergency preparedness and response plans for Keahuolū, including fire, natural disaster, medical emergency, property emergency protocols, and ensures on-call coverage and clear communication workflow. • Maintains relationships with county and state agencies and first responders, including police, fire, and emergency services, and serves as an operational point of contact for the site. Administration, Fiscal, and Systems • Oversees the administrative team and all front-of-house and back-of-house administrative operations, including reception, phones and correspondence, Kamalei and guest experience, filing and records retention, and office supply and janitorial orders and inventory. • Oversees the Keahuolū camping program operations, including registration and reservation systems, camper check-in, coordination with Security and Facilities, and reporting. • Oversees access control administration, including issuance and tracking of keys, gate codes, remotes, and building access. • Develops and manages the Keahuolū business operations budget; oversees fiscal processing including invoices, billing statements, purchase requests, expense reports, and ensures compliance with LT financial policies and approval thresholds. • Oversees coordination of staff travel, trainings, vehicle and room reservations, and site logistics. Vendor, Contract, and Procurement Management • Develops scopes of work, cost estimates, and bid packages for facilities, security, and operational services; leads vendor and contractor selection. • Manages vendor and service provider relationships, contract performance, deliverables, insurance and certification requirements, billing accuracy, and renewals. • Partners with the Manager, Natural Resources and the Manager, Keahuolū Programs on contracts that span natural resource and program related efforts. Team Leadership and Supervision • Supervises the Lead, Facilities and Maintenance; the Lead, Security Officer; and the administrative team, including hiring, onboarding, coaching, performance management, scheduling and timekeeping approval, and professional development. • Partners with the Manager, Keahuolū Programs on the operational and logistical needs of programs and events, including facility and space use, equipment requests, set-up and break-down, transportation, and hands-on support. • Centers standards around customer service, responsiveness, and initiative across all teams, and models it in daily practice. • Fosters a team culture grounded in the Trust's values, in aloha, and in the shared responsibility of caring for Keahuolū and Kamalei. Other Duties • Responds to and coordinates resolution of property emergencies; must be reachable and available outside of standard hours as circumstances require. • Office and storage organization, cleaning, and re-stalking daily. • Contributes to the Trust's success by accepting new assignments, helping team members, learning new skills, and striving to improve team and organization results. This description reflects management's assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned. This job description is subject to change at any time. Qualifications • BA in business administration, operations management, facilities management, public administration, or a related field. • At least six (6) years of operations, facilities, or business management experience. • At least five (5) years supervising staff. • Experience working with youth programs or youth-focused operations. • Demonstrated experience developing and managing budgets, and overseeing procurement, vendor relationships, and service contracts. • Demonstrated experience supervising, developing, and respectfully holding accountable multi-disciplinary teams. • Experience implementing and improving operational systems and processes; proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) required. Job Competencies • Strategic and systems thinking: sees how facilities, security, administration, budget, and people decisions connect, and plans accordingly. • Service oriented: treats every teammate and Kamalei at Keahuolū as a customer and partner, and is responsive, accessible, and solutions-focused. • Leadership and capacity building: able to supervise, coach, and grow a diverse team and also develop external community and partnership relations. • Sound judgment and composure: remains calm, decisive, and clear-headed during emergencies, incidents, and competing urgent demands. • Strong written and verbal communication: including the ability to tailor communication to teammates, vendors, agencies, leadership, and the community. • Discretion: exercises sound judgment and common sense in decision making. • Ability to work varied hours, weekends, and holidays as needed, and on-call availability. Travel Requirements In alignment with our organizational competencies of Alu Like I ka Hana (Teamwork) and Hoʻomau i ka ʻimi Naʻauao (Continuous Learning and Improvement), this position will require occasional travel across the island, inter-island, and out-of-state depending on the needs of the team and the organization. While travel may not always be a need, the ability to travel when required remains a crucial aspect of this position in order to successfully contribute to our concerted efforts to carry out our Queen's legacy. Organization Competencies • Alignment with Queen's legacy: Understanding and appreciation of Queen Liliʻuokalani's story, her legacy and the Hawaiian Culture is foundational to staff's commitment to working with our Hawaiian children, families, and communities. Demonstrates respect for and appreciation of Hawaiian values, history, and culture, understanding its implication in one's work, in fostering meaningful relationships, and in embracing the community served. • Hoʻomau i ka ʻimi Naʻauao (Continuous Learning and Improvement): Committed to creating and reinforcing an environment of continuous learning and improvement. • Hoʻike i na Manaʻo Pono (Effective Communication): Communicates with those we serve and each other in a consistent manner that results in mutual understanding, harmony, and action. • Noʻonoʻo loi (Critical Thinking and Problem Solving): Actively and skillfully understands, conceptualizes, applies, analyzes, synthesizes, and/or evaluates information and develops and supports fact-based analyses and recommendations. • Hoʻo kumu aʻe or ʻImi hakuhia (Innovation): Identifies and integrates creative ideas into new or existing services and promotes effective problem-solving. • Pilina Hoʻohana a me ka Hana Hilinaʻi (Building Relationships and Creating Trust): Manages relationships to create optimal opportunities and move the organization forward. • Alu Like I ka Hana (Teamwork): Works cooperatively and collaboratively with others throughout the organization in alignment with the organization's objectives. • Hoʻonui I ka ʻIke (Capacity Building): Encourages personal growth by exhibiting trust and a belief in the capacity of others. Mental and Physical Demands Requires frequent sitting, standing, walking, bending, stooping, kneeling, reaching, and climbing stairs and ladders; ability to lift and carry 25 pounds regularly and up to 50 pounds occasionally. Requires extended periods of computer-based planning, budgeting, and reporting work, as well as regular time outdoors walking facilities, grounds, and job sites in sun, rain, heat, dust, and on uneven surfaces. Must be mentally alert, emotionally steady, and physically able to respond to emergencies. Conditions include working inside and outside, working around machines with moving parts, working closely with others and alone, working protracted or irregular hours, intermittent or constant noise, and traveling by UTV or vehicle. Terms and Conditions of Employment As a condition of employment, employee will be subject to LT's policies and procedures. Job Title: Manager, Business Operations Reports to: Executive Director, Keahuolū FLSA Status: FT; Exempt Aligned Executive: President & CEO Kipuka: Keahuolū Department: Keahuolū Liliʻuokalani Trust is an Equal Opportunity Employer. We strive to recruit, train, and retain innovative talent from a diverse candidate pool. All employment decisions will be based on merit, competence, performance, and business needs. Applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity or expression, religion, ancestry, genetic information, citizenship, marital/civil union status, arrest and court record, domestic or sexual violence victim status, credit history, disability or veteran/military status or other applicable legally protected characteristics.