Operations Assistant Manager

Operations Assistant Manager

Los Angeles, CA | On-site

About Us

Westlake Financial Services is a leading financial services company dedicated to delivering innovative products, outstanding service, and long-term value to our customers. We are committed to operational excellence and are seeking motivated professionals to join our growing team.

Job Overview

The Operations Assistant Manager oversees day-to-day site operations with a focus on facility management, mail services, parking, and vendor oversight—including security providers. This role ensures a safe, clean, efficient workplace by managing service partners, enforcing site standards, and driving continuous improvement across operations.

Key Responsibilities:

Facility Management

• Oversee building operations including cleanliness, repairs, preventative maintenance, and safety standards.
• Manage work orders, conduct routine inspections, and ensure issues are resolved quickly and documented.
• Coordinate office moves, space planning, and minor improvement projects.
• Support emergency preparedness (fire/life safety coordination, incident response support, and site readiness).

Vendor Management (Including Security Providers)

• Own vendor relationships end-to-end: selection, onboarding, scopes of work, SLAs, renewals, and performance reviews.
• Manage vendors such as janitorial, HVAC, electrical, plumbing, waste, pest control, landscaping, and office service providers.
• Manage security companies (guard services and/or monitoring vendors): post orders, schedules, site coverage, escalation procedures, and service quality.
• Review vendor invoices for accuracy; track spend and identify cost-saving opportunities.
• Ensure vendors follow site policies, safety requirements, access controls, and professional standards.

Security & Site Safety (Operations Partnership)

• Partner with security vendors and internal stakeholders to maintain a secure site environment.
• Maintain and communicate procedures for visitor access, deliveries, after-hours access, and incident escalation.
• Coordinate badge/access requests and site access protocols (as applicable).
• Maintain operational readiness: signage, lighting concerns, key controls, and security-related facility issues.

Mailroom / Shipping & Receiving

• Manage incoming/outgoing mail, courier services, and package deliveries (USPS, FedEx, UPS, DHL).
• Establish secure handling procedures for confidential or sensitive deliveries.
• Maintain logs for certified mail, high-value deliveries, and proof-of-delivery records.
• Manage mailroom supplies, postage accounts, and shipping processes.

Parking & Site Logistics

• Manage parking assignments, permits, visitor parking, and overflow planning.
• Coordinate parking rules, signage, and enforcement communications.
• Track parking utilization and recommend improvements.

Office Services & Operational Support

• Oversee office supplies, breakroom/kitchen services, and common-area readiness.
• Support events and meeting logistics (room setup, vendor access, deliveries, cleanup coordination).
• Maintain SOPs, vendor contact lists, emergency procedures, and site guides.
• Create basic reporting/KPIs (work order aging, vendor response time, mail turnaround time, parking usage).

Qualifications

• 3+ years in operations, facilities, vendor management, or similar role.
• Proven experience managing vendors and enforcing SLAs; comfortable negotiating scopes and renewals.
• Experience partnering with or overseeing security service providers is strongly preferred.
• Strong organizational skills, attention to detail, and ability to handle multiple priorities.
• Basic budgeting/invoice review experience.
• Proficient with Microsoft Office/Google Workspace; familiarity with ticketing/work order systems is a plus.

Success in This Role (What “Great” Looks Like)

• Reliable site operations: The office is consistently clean, functional, and well-stocked, with minimal disruptions to employees.
• Fast, tracked issue resolution: Work orders and facility issues are prioritized correctly, documented, and closed within expected timelines.
• High-performing vendors: Vendors meet SLAs, communicate clearly, and are held accountable through regular check-ins and performance reviews.
• Strong security partnership: Security coverage is dependable, post orders are current, incidents are handled consistently, and access/visitor procedures are followed.
• Smooth mail and shipping flow: Mailroom operations are accurate and timely, with secure handling of sensitive items and clear chain-of-custody practices.
• Organized parking operations: Parking utilization is managed proactively, rules are communicated clearly, and escalations are handled professionally.
• Continuous improvement: You identify recurring issues, reduce costs where possible, improve processes, and maintain clear SOPs that others can follow.

What’s the expected pay for this role?

• $68,000 - $80,000 Total Compensation
• The exact starting compensation to be offered will be determined at the time of selecting an applicant for hire and will be dependent on a wide range of factors, including but not limited to geographic location, skill set, experience, education, credentials, and licensure when applicable.

What do we offer?

• Medical, Dental, and Vision benefits
• Life Insurance and Long-term disability plans
• Flexible Spending Account
• 401K matching
• Employee Stock Ownership Program in a $18.2 Billion Company, plus company matching
• Wellness Programs
• Metro Tap Card and Metro-link Reimbursement (for Los Angeles, CA employees only)
• Career Path Opportunities
• Discounts on Parks, Museums, Movie Tickets, and Attractions
• Annual Flu Shot
• Paid Vacations Days
• Paid Sick days
• Paid holidays
• HGym (available in our Los Angeles, CA & Dallas,TX office)
• Rental Car Discounts, Dell Member Purchase Program
• UKG Wallet

Acknowledgment

We will consider for employment all qualified Applicants, including those with Criminal Histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.

We are an equal-opportunity employer and do not unlawfully discriminate in employment. No question on this application is used for the purpose of limiting or excluding any applicant from consideration for employment on a basis prohibited by local, state, or federal law. Equal access to employment, services, and programs is available to all persons. Those applicants requiring reasonable accommodation to the application and/or interview process should notify a representative of the organization.