Role catalogs

Operations Manager workflow catalog

a professional who runs day-to-day operations at a plant, contractor or property company, directing people, work and resources

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211
workflows in this catalog
3
industriesManufacturing 71 · Construction 51 · Property Management 89
7
areas of workLargest: Quality (41)
151k
hrs/yr across these workflowsPlanning estimates from the Process Atlas

Operations Manager

Industry
Area

211 workflows

Operations Manager · 2 areas · about 64k hrs/yr

Manufacturing (71 workflows)

Quality (41)

about 35,640 hrs/yr

  1. Incoming inspection (Daily / Weekly, about 936 hrs/yr) Receipts flagged for inspection are checked against the inspection plan and supplier certs, results are recorded in the ERP or QMS, and material is accepted, rejected, or held.
  2. In-process inspection (Daily / Weekly, about 936 hrs/yr) At defined operations, inspectors or operators measure characteristics at set frequencies and record results, stopping production when a result falls out of tolerance.
  3. Final inspection (Daily / Weekly, about 936 hrs/yr) Before shipment, finished parts are checked against the drawing and final plan, documentation such as certs is compiled, and the lot is released for shipping.
  4. First article inspection (Daily / Weekly, about 936 hrs/yr) A first article is measured against every drawing characteristic when a part is new or changed, and the results are documented and approved before production continues.
  5. Nonconformance disposition (Daily / Weekly, about 936 hrs/yr) Quality and engineering decide what to do with nonconforming material, whether use as is, rework, repair, return, or scrap, and record the decision and approvals.
  6. Rework disposition (Daily / Weekly, about 936 hrs/yr) Rework needs instructions, a rework job or operation, reinspection, and records linked to the NCR before the repaired parts can be released.
  7. Scrap disposition approval (Daily / Weekly, about 936 hrs/yr) Scrap decisions above a value limit need quality and finance approval, after which the material is scrapped in the ERP and the cost charged to the right account.
  8. Return-to-vendor disposition (Daily / Weekly, about 936 hrs/yr) When the supplier caused the defect, quality dispositions the material as return-to-vendor, requests an RMA, and links the return with the SCAR and a debit memo.
  9. Customer concession request (Daily / Weekly, about 936 hrs/yr) When product misses the customer's specification but is usable, quality requests a concession from the customer with supporting data and waits for written approval before shipping.
  10. Corrective action request (Daily / Weekly, about 936 hrs/yr) Significant or repeat problems trigger a corrective action request that assigns an owner, a problem statement, and due dates, logged in the QMS.
  11. CAPA root-cause analysis (Daily / Weekly, about 936 hrs/yr) The CAPA team investigates root cause with tools such as 5 whys or a fishbone diagram, gathers data, and documents the verified cause before choosing actions.
  12. CAPA action tracking (Daily / Weekly, about 936 hrs/yr) Quality tracks each corrective and preventive action to its due date, collects evidence of completion, and verifies effectiveness before closing the CAPA.
  13. Supplier corrective action (Daily / Weekly, about 936 hrs/yr) Supplier quality issues a SCAR for supplier-caused defects, reviews the supplier's 8D or equivalent response, verifies containment and effectiveness, and updates the supplier's quality record.
  14. Customer complaint quality investigation (Daily / Weekly, about 936 hrs/yr) A customer defect complaint starts an investigation.
  15. Quality alert issuance (Daily / Weekly, about 936 hrs/yr) When a defect or risk is found, quality issues an alert to operators, inspectors, and sometimes suppliers, describing what to watch for and the containment required, and records acknowledgement.
  16. Control plan maintenance (Daily / Weekly, about 936 hrs/yr) The control plan lists each process step's characteristics, specifications, methods, sample size, and reaction plan.
  17. Inspection plan maintenance (Daily / Weekly, about 936 hrs/yr) Inspection plans are revised when drawings, customer requirements, or quality history change.
  18. Gauge calibration scheduling (Daily / Weekly, about 936 hrs/yr) Every gauge has a calibration interval.
  19. Gauge calibration execution (Daily / Weekly, about 936 hrs/yr) Technicians or labs calibrate gauges against standards, record as-found and as-left readings, attach certificates, and set the next due date in the calibration system.
  20. Calibration out-of-tolerance investigation (Daily / Weekly, about 936 hrs/yr) When a gauge is found out of tolerance, quality identifies products measured with it since its last good calibration and assesses whether any shipped product is suspect.
  21. SPC data collection (Daily / Weekly, about 936 hrs/yr) Operators or devices record measurements at set frequencies for SPC charts, with subgroup, time, machine, and operator, feeding control charts in the QMS or Excel.
  22. SPC out-of-control response (Daily / Weekly, about 936 hrs/yr) When a control chart signals out of control, operators stop or adjust per the reaction plan, record cause and action, and quality reviews whether product is affected.
  23. Quality audit planning (Daily / Weekly, about 936 hrs/yr) Quality plans the year's internal process, product, and system audits, covering required clauses and processes, assigning auditors, and scheduling dates.
  24. Internal audit (Daily / Weekly, about 936 hrs/yr) Auditors examine a process against procedures and the quality standard, gather evidence, record findings, and issue an audit report listing nonconformities for corrective action.
  25. External audit evidence preparation (Daily / Weekly, about 936 hrs/yr) Ahead of a certification or customer audit, quality collects evidence from the ERP, QMS, and SharePoint: procedures, records, training, calibration, CAPAs, and management review minutes.
  26. Supplier audit (Daily / Weekly, about 936 hrs/yr) Quality audits a supplier's processes on site or remotely against requirements, records findings, scores the supplier, and requests corrective actions.
  27. Document control approval (Daily / Weekly, about 936 hrs/yr) New or revised procedures, forms, and instructions go through review and approval, receive revision numbers, and are published while old versions are withdrawn.
  28. Training-on-revised-procedure acknowledgement (Daily / Weekly, about 936 hrs/yr) When a procedure changes, affected employees must read or be trained on the new revision, with completion recorded before they perform the task.
  29. Quality KPI reporting (Daily / Weekly, about 936 hrs/yr) Quality reports first-pass yield, scrap cost, customer PPM, supplier PPM, NCR counts, and CAPA status each period from ERP and QMS data.
  30. Cost of poor quality reporting (Daily / Weekly, about 936 hrs/yr) Finance and quality total the cost of scrap, rework, warranty, returns, inspection, and customer penalties to show the financial effect of quality problems.
  31. PPAP package preparation (Daily / Weekly, about 936 hrs/yr) For automotive parts, quality assembles the production part approval package: design records, PFMEA, control plan, MSA, dimensional results, material tests, capability studies, and the Part Submission Warrant.
  32. PPAP approval tracking (Daily / Weekly, about 936 hrs/yr) Quality tracks each PPAP submission's status with the customer, interim approvals and their expiry dates, and resubmissions triggered by changes.
  33. FAI package preparation (Daily / Weekly, about 936 hrs/yr) For aerospace parts, quality prepares the first article inspection report, typically on AS9102 forms, covering part accountability, material and process certifications, and characteristic results.
  34. Traceability/genealogy investigation (Daily / Weekly, about 936 hrs/yr) For a suspected defect, quality traces the product's full genealogy: component lots, operators, machines, process data, and where every related lot shipped.
  35. Recall readiness drill (Daily / Weekly, about 936 hrs/yr) Quality runs a mock recall: pick a lot, trace it to customers and components within a target time, and document gaps in records or procedures.
  36. Certificate of analysis review (Daily / Weekly, about 546 hrs/yr) Suppliers send certificates of analysis with test results for each lot.
  37. Mill test report review (Daily / Weekly, about 546 hrs/yr) Metal receipts come with mill test reports listing heat number, chemistry, and mechanical properties.
  38. Supplier certificate reconciliation (Daily / Weekly, about 546 hrs/yr) Quality confirms that every receipt requiring a certificate has one on file, that each cert matches its lot and part, and chases suppliers for missing certs.
  39. Material review board (Daily / Weekly, about 546 hrs/yr) The material review board, usually quality, engineering, and production, meets to disposition open NCRs, records each decision, and assigns follow-up actions.
  40. Process capability review (Daily / Weekly, about 546 hrs/yr) Quality calculates Cp and Cpk, or Pp and Ppk, for key characteristics from SPC data, compares them with customer requirements, and flags processes that need improvement.
  41. Nonconformance creation (Per event / project, about 150 hrs/yr) When a defect is found, the NCR records the part, lot, quantity, defect description, and where it was found, and the material is tagged and segregated.

Maintenance & Assets (30)

about 28,362 hrs/yr

  1. PM work order generation (Daily, about 2,250 hrs/yr) PM work orders are generated from the schedule as they fall due, carrying tasks, parts, and labor estimates, and are assigned to technicians.
  2. PM work order execution (Daily, about 2,250 hrs/yr) Technicians perform PM tasks, record findings, readings, parts used, and hours, and close the work order, raising corrective work for any problems found.
  3. Preventive maintenance schedule (Daily / Weekly, about 936 hrs/yr) Maintenance defines PM tasks per asset on time or meter intervals, sets up the schedule, and adjusts intervals from failure history and manufacturer guidance.
  4. Corrective maintenance request (Daily / Weekly, about 936 hrs/yr) Operators or supervisors request repairs, describing the fault, asset, and urgency; maintenance reviews the requests and converts them into work orders.
  5. Emergency breakdown response (Daily / Weekly, about 936 hrs/yr) A breakdown on critical equipment triggers immediate dispatch, a parts search, and escalation, with the work order, downtime, and cause recorded afterward.
  6. Maintenance prioritization (Daily / Weekly, about 936 hrs/yr) The maintenance planner ranks open CMMS work orders by asset criticality, safety risk, production impact, and age, and sets the priority code that drives weekly scheduling.
  7. Technician dispatch (Daily / Weekly, about 936 hrs/yr) Planners assign scheduled work orders to technicians by craft skill, shift availability, and plant location, and technicians receive them in the CMMS on mobile devices.
  8. Maintenance labor entry (Daily / Weekly, about 936 hrs/yr) Technicians record hours against each work order by craft and asset, and those entries feed maintenance cost per asset, backlog measurement, and payroll reconciliation.
  9. Spare parts issue (Daily / Weekly, about 936 hrs/yr) Parts are issued from the storeroom to a work order, recording quantity and cost against the asset for maintenance history and inventory accuracy.
  10. Spare parts replenishment (Daily / Weekly, about 936 hrs/yr) Storeroom staff review spare parts that have dropped below minimum, check recent usage and critical-spare flags, and create purchase requisitions to restock the storeroom.
  11. Maintenance purchase requisition (Daily / Weekly, about 936 hrs/yr) For parts or services not in stock, maintenance creates requisitions linked to the work order and asset, with specifications and suggested suppliers.
  12. Downtime tracking (Daily / Weekly, about 936 hrs/yr) Maintenance records equipment downtime by asset, cause, and duration from work orders and production logs, to measure reliability and target improvements.
  13. Meter reading capture (Daily / Weekly, about 936 hrs/yr) Hours, cycles, or counts from equipment meters are recorded periodically so usage-based PMs trigger correctly and utilization can be reported.
  14. Lubrication route (Daily / Weekly, about 936 hrs/yr) Technicians follow a lubrication route of points, lubricants, and quantities, record completion, and report problems such as leaks or contamination.
  15. Calibration maintenance coordination (Daily / Weekly, about 936 hrs/yr) Maintenance and quality coordinate calibration of process instruments on equipment, such as pressure, temperature, and flow, scheduling the work into production downtime.
  16. Tooling maintenance (Daily / Weekly, about 936 hrs/yr) Cutting tools, jigs, and fixtures are inspected, sharpened, repaired, or replaced based on usage counts or condition, with history recorded per tool.
  17. Die/mold maintenance (Daily / Weekly, about 936 hrs/yr) Dies and molds get preventive maintenance after set shot or hit counts and repair after problems, with history kept per tool to protect part quality.
  18. Facilities maintenance request (Daily / Weekly, about 936 hrs/yr) Requests for building repairs, HVAC, lighting, or plumbing are logged, prioritized, assigned, and closed, often through a separate facilities queue.
  19. Utility consumption monitoring (Daily / Weekly, about 936 hrs/yr) Facilities track electricity, gas, water, and compressed air use from meters and bills, compare it with production volume, and look for waste or billing errors.
  20. Capital asset addition (Daily / Weekly, about 936 hrs/yr) When new equipment is installed and commissioned, the asset is added to the fixed asset register and the CMMS with cost, in-service date, and location.
  21. Asset transfer (Daily / Weekly, about 936 hrs/yr) Equipment moves between locations, departments, or plants, and the fixed asset, depreciation account, and CMMS records must all follow it.
  22. Asset disposal (Daily / Weekly, about 936 hrs/yr) Retired equipment is sold, scrapped, or donated.
  23. Fixed asset tagging (Daily / Weekly, about 936 hrs/yr) New assets receive a physical tag with an asset number, and periodic checks confirm tagged assets exist at their recorded location.
  24. Shutdown planning (Daily / Weekly, about 936 hrs/yr) Before a planned shutdown, maintenance compiles the work list, parts, contractors, permits, and schedule, coordinating with production so everything is ready before the line stops.
  25. Shutdown execution (Daily / Weekly, about 936 hrs/yr) During the shutdown, maintenance tracks each task's completion, parts used, added work found, and hours against plan, and confirms equipment is ready for restart.
  26. MTBF review (Daily / Weekly, about 546 hrs/yr) Reliability engineers calculate mean time between failures per asset from work order and downtime history, and review trends to adjust PM or plan replacement.
  27. MTTR review (Daily / Weekly, about 546 hrs/yr) Maintenance calculates mean time to repair per asset and craft, finds causes of long repairs such as parts waits or skills gaps, and sets actions.
  28. Predictive maintenance alert review (Daily / Weekly, about 546 hrs/yr) Condition monitoring raises alerts for vibration, temperature, or oil analysis.
  29. Maintenance backlog review (Daily / Weekly, about 546 hrs/yr) Maintenance managers review open work orders by age, priority, and craft hours, compare backlog weeks with crew capacity, and close duplicates or stale requests in the CMMS.
  30. Asset master setup (Per event / project, about 150 hrs/yr) New equipment is set up in the CMMS or ERP with asset number, location, manufacturer, model, serial, criticality, PM plans, and a spare parts list.

Operations Manager · 2 areas · about 42k hrs/yr

Construction (51 workflows)

Equipment, Fleet & Yard (26)

about 21,888 hrs/yr

  1. Rental invoice validation (Daily, about 2,250 hrs/yr) Rental invoices are checked against rental contracts for rates, on-rent and off-rent dates, damage waiver, fuel, and delivery charges before AP approves payment.
  2. Maintenance work order (Daily, about 2,250 hrs/yr) Maintenance work orders record the unit, problem, labor, parts, and completion, for both planned service and repairs, in the CMMS or ERP equipment module.
  3. Equipment assignment to job (Daily / Weekly, about 806 hrs/yr) Equipment dispatch assigns units to jobs from superintendent requests, availability, and location, and each assignment starts the job's internal equipment charges in the ERP.
  4. Equipment transfer (Daily / Weekly, about 806 hrs/yr) Units moving between jobs or back to the yard are recorded with date, meter reading, and haul ticket, closing charges on one job and starting them on the next.
  5. Daily equipment usage capture (Daily / Weekly, about 806 hrs/yr) Fleet staff collect daily hours for every unit from telematics feeds and foreman equipment logs, reconciling the two so internal charges and maintenance intervals rest on real usage.
  6. Equipment meter reading (Daily / Weekly, about 806 hrs/yr) Hour meters and odometers are read from telematics or by operators on a set cycle, and the readings drive preventive maintenance intervals, usage-based charges, and lease or warranty hour limits for every unit.
  7. Fuel transaction import (Daily / Weekly, about 806 hrs/yr) Fuel card transactions are imported from the fuel card portal each week, with gallons, cost, location, and card, and charged to units and jobs.
  8. Equipment cost allocation (Daily / Weekly, about 806 hrs/yr) Each unit's ownership and operating costs, including depreciation, insurance, fuel, parts, and shop labor, are posted to the unit in the equipment ledger so internal rates reflect actual cost.
  9. Owned-vs-rented analysis (Daily / Weekly, about 806 hrs/yr) For each equipment category, the equipment manager compares the cost of owning with renting, using utilization, operating cost, and rental rates, to guide buy and rent decisions.
  10. Rental equipment request (Daily / Weekly, about 806 hrs/yr) Superintendents request rental equipment, and equipment or purchasing staff place the rental with a vendor at agreed rates and delivery date, recording the rental contract against the job.
  11. Rental equipment off-rent (Daily / Weekly, about 806 hrs/yr) When a rental is no longer needed, the superintendent calls it off rent with the vendor, and the off-rent number and date become the proof that stops further charges.
  12. Preventive maintenance scheduling (Daily / Weekly, about 806 hrs/yr) Preventive maintenance is scheduled in the CMMS or ERP by hours, miles, or calendar interval from the manufacturer's schedule, with work orders created before service comes due.
  13. Breakdown repair (Daily / Weekly, about 806 hrs/yr) When a unit breaks down in the field, it is marked down, a repair order is opened, and the job may need a replacement unit or rental.
  14. Shop labor entry (Daily / Weekly, about 806 hrs/yr) Mechanics record their hours against work orders and unit numbers from shop time sheets or the CMMS, building each unit's repair cost history and the shop's productivity numbers.
  15. Parts issue (Daily / Weekly, about 806 hrs/yr) Parts issued from shop inventory are charged to work orders and unit numbers, reducing stock on hand and adding to the unit's repair cost history.
  16. Parts inventory replenishment (Daily / Weekly, about 806 hrs/yr) When shop stock of filters, belts, hydraulic hose, and wear parts falls below reorder points, the parts clerk raises purchase orders to approved suppliers and records expected delivery.
  17. Equipment inspection (Daily / Weekly, about 806 hrs/yr) The shop performs scheduled inspections on cranes, aerial lifts, and trucks, including annual crane inspections and manufacturer-required checks, and files the signed results in each unit's record.
  18. DOT inspection tracking (Daily / Weekly, about 806 hrs/yr) Commercial motor vehicles under FMCSA rules need an annual periodic inspection, and the fleet keeps each unit's inspection report and date in its maintenance file.
  19. Registration/license renewal (Daily / Weekly, about 806 hrs/yr) Vehicle registrations, plates, oversize permits, and IFTA fuel tax licenses are renewed through state portals before expiration to keep trucks and trailers legal on the road.
  20. Asset disposal (Daily / Weekly, about 806 hrs/yr) Units retired from the fleet are sold at auction, traded, or scrapped; the asset leaves the register, the title is transferred, and the gain or loss is recorded.
  21. Fuel card reconciliation (Daily / Weekly, about 546 hrs/yr) Fuel card charges are reconciled against units, telematics fuel use, and tank capacity each cycle to catch misuse, fraud, and cards assigned to the wrong unit.
  22. Telematics exception review (Daily / Weekly, about 546 hrs/yr) The telematics portal flags exceptions such as engine fault codes, speeding, after-hours use, and geofence breaks, which fleet staff review daily and act on.
  23. Idle-time review (Daily / Weekly, about 546 hrs/yr) Idle time from telematics is reviewed to cut fuel waste and engine wear, and units and operators with high idle percentages are reported to their superintendents.
  24. Equipment utilization review (Daily / Weekly, about 546 hrs/yr) Utilization by unit and category, from telematics and usage records, shows which equipment is underused and can be moved to another job, rented out, or sold.
  25. Equipment profitability review (Daily / Weekly, about 546 hrs/yr) Each unit's internal revenue from job charges is compared with its ownership and operating cost from the equipment ledger, identifying units that lose money for the fleet.
  26. Equipment master setup (Per event / project, about 150 hrs/yr) When a unit is bought or leased, the equipment manager creates its master record: unit number, make, model, serial or VIN, category, meter type, internal rate, cost center, and maintenance schedule.

Safety, Risk & Compliance (25)

about 19,630 hrs/yr

  1. Incident intake (Daily / Monthly, about 806 hrs/yr) Every injury, illness, or property damage event is reported from the field in the safety app with date, location, people involved, and immediate actions, starting the incident record.
  2. Near-miss intake (Daily / Monthly, about 806 hrs/yr) Near misses are reported from the field app with description, location, and potential severity, and logged so hazards are fixed before anyone is hurt and trends show up across jobs.
  3. Incident investigation (Daily / Monthly, about 806 hrs/yr) Serious incidents are investigated for root cause, with witness statements, photos, equipment records, and training history gathered, and corrective actions documented in the incident record.
  4. OSHA log maintenance (Daily / Monthly, about 806 hrs/yr) Recordable injuries and illnesses go on the OSHA Form 300 log within seven calendar days of learning of them, and the Form 300A annual summary is posted from February 1 to April 30.
  5. Insurance claim notification (Daily / Monthly, about 806 hrs/yr) Injuries, property damage, and liability events are reported to the insurance carrier or broker through its portal, with the incident details and supporting documents attached.
  6. Workers comp claim administration (Daily / Monthly, about 806 hrs/yr) Workers compensation claims are managed from the first report of injury through treatment, return to work, and closure, with adjuster requests answered on time through the carrier portal.
  7. Builder's risk claim (Daily / Monthly, about 806 hrs/yr) Damage to work in place from fire, water, wind, or theft is claimed under the builder's risk policy, documented with photos, repair costs, and the incident timeline.
  8. Subcontractor COI compliance (Daily / Monthly, about 806 hrs/yr) Every subcontractor's insurance is monitored against contract requirements across all active jobs, and non-compliant subs are held from payment or site access until corrected.
  9. Safety inspection (Daily / Monthly, about 806 hrs/yr) Safety managers inspect each site on a set schedule in the safety app, scoring conditions and recording hazards, photos, and required corrections by trade and area.
  10. Corrective action tracking (Daily / Monthly, about 806 hrs/yr) Corrective actions from inspections, incidents, and audits are tracked in the safety app until the responsible party fixes the hazard and a verifier signs off with photos.
  11. Toolbox talk tracking (Daily / Monthly, about 806 hrs/yr) Toolbox talk records are tracked by job and crew in the safety app to confirm every crew received the required talks each period, as company policy and owner contracts require.
  12. Training certification tracking (Daily / Monthly, about 806 hrs/yr) Worker training and certifications, such as OSHA 10 and 30, fall protection, scaffold, and equipment operation, are tracked in the LMS for expiration and for each job's requirements.
  13. Site-specific safety plan (Daily / Monthly, about 806 hrs/yr) Each project needs a site-specific safety plan covering hazards, emergency procedures, and responsibilities, submitted to the owner before mobilization and revised as the work changes.
  14. Emergency action plan (Daily / Monthly, about 806 hrs/yr) Each site's emergency action plan sets evacuation routes, assembly points, alarm methods, nearest hospital, and emergency contacts, and it is posted on site and reviewed as the site layout changes.
  15. Environmental inspection (Daily / Monthly, about 806 hrs/yr) Environmental inspections check for spills, dust, noise, waste handling, and concrete washout against permit conditions and company standards, with findings recorded in the safety app.
  16. SWPPP inspection (Daily / Monthly, about 806 hrs/yr) Stormwater inspections under the site's SWPPP and construction stormwater permit are performed at the frequency the permit sets, including after qualifying rain events, and signed reports are kept on site.
  17. Stormwater corrective action (Daily / Monthly, about 806 hrs/yr) Stormwater deficiencies such as failed silt fence, sediment tracking, or damaged inlet protection must be corrected within the deadline the permit sets, and each correction is documented.
  18. DBE/MBE/WBE tracking (Daily / Monthly, about 806 hrs/yr) On public projects with DBE, MBE, or WBE goals, participation is tracked by firm, certification status, commitments, and payments against the contract goal.
  19. Contract compliance reporting (Daily / Monthly, about 806 hrs/yr) Owners require periodic compliance reports on labor, safety, participation, and environmental matters, submitted by portal or form on the schedule the contract sets.
  20. Bond renewal tracking (Daily / Monthly, about 806 hrs/yr) Performance and payment bonds, license bonds, and permit bonds are tracked for renewal, exoneration, and release, with surety correspondence filed against each bond number.
  21. License renewal tracking (Daily / Monthly, about 806 hrs/yr) Contractor licenses by state and trade are renewed before expiration, meeting continuing education, fee, and qualifying individual requirements set by each licensing board.
  22. Subcontractor debarment check (Daily / Monthly, about 806 hrs/yr) Before award on public work, and on a set cycle after, subcontractors and suppliers are checked against federal and state debarment and exclusion lists, and results are filed.
  23. Legal hold/claim document collection (Daily / Monthly, about 806 hrs/yr) When a claim or lawsuit is anticipated, related documents must be preserved under a legal hold and collected, including email, project platform records, and files.
  24. Permit compliance review (Daily / Weekly, about 546 hrs/yr) Project permits are reviewed for compliance with their conditions, such as work hours, noise limits, street closures, and required inspections, and violations are corrected before fines follow.
  25. Risk register review (Daily / Weekly, about 546 hrs/yr) Leadership reviews the enterprise risk register each quarter, covering insurance, legal, safety, surety, and financial exposures, and assigns owners and mitigation for each risk.

Operations Manager · 3 areas · about 46k hrs/yr

Property Management (89 workflows)

Risk, Insurance & Compliance (28)

about 18,200 hrs/yr

  1. Property insurance renewal (Daily / Monthly, about 650 hrs/yr) Insurance renewal gathers updated property values, unit counts, loss runs, and building details for the broker's submission, compares quotes, and binds coverage before the policy expires.
  2. Claim intake (Daily / Monthly, about 650 hrs/yr) Claim intake records a potential insurance claim (property damage, liability injury, theft) with date, location, description, photos, and parties involved, and notifies the carrier or broker.
  3. Claim documentation (Daily / Monthly, about 650 hrs/yr) Claim documentation assembles the photos, repair estimates, invoices, incident reports, and correspondence an adjuster needs to evaluate and pay a claim.
  4. Claim reserve tracking (Daily / Monthly, about 650 hrs/yr) Each open claim carries a carrier reserve, payments made, deductibles, and recoveries.
  5. Incident report (Daily / Monthly, about 650 hrs/yr) Incident reports document accidents, injuries, crimes, fires, floods, and other events on the property, with witnesses and photos, as soon as possible after they happen.
  6. Slip/fall investigation (Daily / Monthly, about 650 hrs/yr) A slip and fall investigation documents location, surface conditions, lighting, weather, maintenance records, and witness statements after someone is hurt on the property.
  7. Resident injury claim escalation (Daily / Monthly, about 650 hrs/yr) Injury claim escalation moves a resident or guest injury to the insurer and legal counsel when a claim or demand letter arrives, and preserves the evidence.
  8. Property damage claim (Daily / Monthly, about 650 hrs/yr) A property damage claim covers losses from fire, water, wind, or vandalism: documenting damage, obtaining estimates, meeting the adjuster, and tracking repairs and payment.
  9. Certificate of insurance monitoring (Daily / Monthly, about 650 hrs/yr) COI monitoring keeps a register of every certificate held for vendors, tenants, and contractors, checking coverage against requirements and catching policies about to expire.
  10. Vendor COI compliance (Daily / Monthly, about 650 hrs/yr) Vendor COI compliance blocks vendors without current, adequate insurance from receiving work or payment, and tracks corrections until each vendor complies.
  11. Tenant COI compliance (Daily / Monthly, about 650 hrs/yr) Tenant COI compliance confirms commercial tenants and residents covered by master policies meet the lease insurance requirements, and follows up on every lapse.
  12. License renewal (Daily / Monthly, about 650 hrs/yr) Property management, real estate broker, and business licenses expire.
  13. Business permit renewal (Daily / Monthly, about 650 hrs/yr) Permit renewal keeps rental registration, business, and operating permits current with the city or county, with renewal fees paid and any required inspections scheduled.
  14. Elevator certificate tracking (Daily / Monthly, about 650 hrs/yr) Elevator certificate tracking keeps each car's operating certificate current, with inspection results, open deficiencies, and the certificate posted where the jurisdiction requires.
  15. Pool permit tracking (Daily / Monthly, about 650 hrs/yr) Pool permit tracking keeps the operating permit current with the health department, along with inspection results, signage and safety equipment requirements, and chemical logs.
  16. Fire inspection compliance (Daily / Monthly, about 650 hrs/yr) Fire inspection compliance keeps fire marshal inspections, sprinkler and alarm certifications, and correction notices current for every building on the property.
  17. Building inspection compliance (Daily / Monthly, about 650 hrs/yr) Building inspection compliance handles city rental inspections, facade or balcony inspections where local law requires them, and other periodic building safety inspections with their reports.
  18. Code violation tracking (Daily / Monthly, about 650 hrs/yr) Code violation tracking logs city or county citations, correction deadlines, fines, hearing dates, and completed corrections for each property, keeping proof of every fix.
  19. Fair housing complaint response (Daily / Monthly, about 650 hrs/yr) Fair housing complaint response handles complaints filed with HUD or a state agency: preserving records, meeting response deadlines, and coordinating with counsel.
  20. Privacy request handling (Daily / Monthly, about 650 hrs/yr) Privacy requests ask to access, correct, or delete personal information, handled within the deadline of any state privacy law that applies to the company.
  21. Document retention (Daily / Monthly, about 650 hrs/yr) Document retention keeps leases, applications, financial records, and compliance files for the periods law and policy require, then disposes of them securely.
  22. Legal hold (Daily / Monthly, about 650 hrs/yr) A legal hold preserves documents and data relevant to a lawsuit, claim, or investigation, suspending normal deletion schedules until counsel lifts the hold.
  23. Eviction legal file coordination (Daily / Monthly, about 650 hrs/yr) Eviction legal coordination manages communication between property staff and eviction counsel: documents, hearing dates, settlement terms, stipulated payments, and move-out dates.
  24. Property tax appeal tracking (Daily / Monthly, about 650 hrs/yr) An assessment notice starts the clock: appeal deadlines, filings, hearings, and outcomes are tracked for each parcel, often alongside an outside tax consultant.
  25. Environmental compliance (Daily / Monthly, about 650 hrs/yr) Environmental compliance covers storage tanks, asbestos, stormwater, hazardous waste, and remediation obligations, with required inspections, permits, and agency filings kept on schedule.
  26. Lead-based paint compliance (Daily / Monthly, about 650 hrs/yr) Lead compliance for housing built before 1978 covers the federal disclosure form and EPA pamphlet at leasing and lead-safe work practices during renovation.
  27. Mold compliance documentation (Daily / Monthly, about 650 hrs/yr) Mold documentation keeps records of disclosures, complaints, inspections, remediation, and clearance testing, to meet state rules and to defend against claims.
  28. Security incident tracking (Daily / Monthly, about 650 hrs/yr) Security incident tracking logs break-ins, vandalism, trespass, and threats, with police report numbers, camera footage references, and follow-up actions such as lighting or lock repairs.

Master Data, IT & Analytics (31)

about 17,232 hrs/yr

  1. Property master maintenance (Daily / Monthly, about 572 hrs/yr) Property master maintenance keeps property attributes current (names, addresses, unit counts, owners, fee terms, reporting groups) as properties change hands or scope.
  2. Unit/suite master maintenance (Daily / Monthly, about 572 hrs/yr) Unit master maintenance updates unit numbers, unit types, square footage, amenities, and status after renovations, unit combinations, conversions, or remeasurement surveys.
  3. Charge code maintenance (Daily / Monthly, about 572 hrs/yr) Charge code maintenance creates and updates the codes used for rent, fees, and utilities, each with GL mapping, tax treatment, and payment application priority.
  4. GL account maintenance (Daily / Monthly, about 572 hrs/yr) GL account maintenance adds, renames, or inactivates accounts in the chart of accounts, keeping reporting mappings and owner report lines aligned.
  5. Bank account maintenance (Daily / Monthly, about 572 hrs/yr) Bank account maintenance updates signers, account details, and GL mappings when banks change, accounts open or close, or authorized staff leave.
  6. Vendor master governance (Daily / Monthly, about 572 hrs/yr) Vendor master governance enforces rules on vendor creation and changes: required documents, duplicate prevention, and separation between who creates vendors and who pays them.
  7. Resident/tenant master cleanup (Daily / Monthly, about 572 hrs/yr) Resident master cleanup fixes duplicate records, bad contact data, wrong statuses, and missing fields that break communication, billing, and reporting.
  8. Lease template maintenance (Daily / Monthly, about 572 hrs/yr) Lease template maintenance updates lease forms and addenda when laws, policies, or counsel's language change, with every version controlled and dated.
  9. Letter/notice template maintenance (Daily / Monthly, about 572 hrs/yr) Notice template maintenance updates letters and legal notices (late, violation, renewal, deposit) so they match current law and company policy.
  10. Late fee rule maintenance (Daily / Monthly, about 572 hrs/yr) Late fee rule maintenance updates grace periods, amounts, and caps by property and jurisdiction whenever laws or company policies change.
  11. Security deposit rule maintenance (Daily / Monthly, about 572 hrs/yr) Deposit rule maintenance updates maximum deposit amounts, interest requirements, and return deadlines and itemization rules by jurisdiction in the property system.
  12. User provisioning (Daily / Monthly, about 572 hrs/yr) User provisioning creates system accounts for new staff with the right roles, properties, and approval limits, working from an approved IAM or ticketing request.
  13. Role/security assignment (Daily / Monthly, about 572 hrs/yr) Role assignment grants or changes user permissions, such as approving invoices or editing leases, so access matches each person's job.
  14. User deprovisioning (Daily / Monthly, about 572 hrs/yr) User deprovisioning promptly removes system access for departed or transferred staff across the property system, email, vendor and owner portals, and banking.
  15. Integration monitoring (Daily / Monthly, about 572 hrs/yr) Integration monitoring watches interfaces between the property system and partner platforms, often through an integration platform, for failed jobs, delayed files, and rejected records.
  16. ILS feed monitoring (Daily / Monthly, about 572 hrs/yr) ILS feed monitoring checks that listing feeds to internet listing services ran, were accepted, and show the correct units and prices.
  17. Screening interface monitoring (Daily / Monthly, about 572 hrs/yr) Screening interface monitoring confirms applications reach the screening service and that results and recommendations return to the property system without gaps.
  18. Utility billing interface monitoring (Daily / Monthly, about 572 hrs/yr) Each billing cycle, meter reads and utility charges from the billing provider must import correctly into resident ledgers.
  19. Data import validation (Daily / Monthly, about 572 hrs/yr) Import validation checks files loaded into the property system (budgets, charges, units, vendors) for format, required fields, and control totals.
  20. BI dataset refresh (Daily / Monthly, about 572 hrs/yr) BI dataset refresh updates the data warehouse or BI model from the property system and other sources on a fixed schedule.
  21. Dashboard refresh (Daily / Monthly, about 572 hrs/yr) Dashboard refresh updates published dashboards for executives, regional leaders, and properties after each underlying data refresh completes, so every viewer sees the same numbers.
  22. Scheduled report distribution (Daily / Monthly, about 572 hrs/yr) Scheduled distribution sends recurring reports (delinquency, occupancy, work orders, financials) to the right recipients by email or SharePoint on a fixed schedule.
  23. Ad hoc report development (Daily / Monthly, about 572 hrs/yr) Ad hoc report development builds new reports or queries requested by managers, owners, or auditors, often from the BI layer or the property system's report writer.
  24. System configuration change (Daily / Monthly, about 572 hrs/yr) A configuration change updates settings in the property system, such as workflows, approvals, or fields, through a controlled and ticketed change request.
  25. Release/UAT testing (Daily / Monthly, about 572 hrs/yr) Before new versions or features of the property system roll out, test scripts run against the key workflows to catch defects before users do.
  26. Document retention configuration (Daily / Monthly, about 572 hrs/yr) Retention configuration sets retention rules and folder policies in document systems so records are kept, and later deleted, on the approved schedule.
  27. Audit evidence collection (Daily / Monthly, about 572 hrs/yr) Audit evidence collection gathers screenshots, reports, and system logs showing that controls operated during the period, for internal audit or external auditors.
  28. Segregation-of-duties review (Daily / Weekly, about 546 hrs/yr) Segregation-of-duties review checks that no user can both create and approve vendors, invoices, or payments, or both post and approve journal entries.
  29. Payment interface reconciliation (Daily / Weekly, about 546 hrs/yr) Payment interface reconciliation confirms payments from processors reached the property system completely, matching transaction counts and dollar totals batch by batch every day.
  30. Data quality exception review (Daily / Weekly, about 546 hrs/yr) Data quality review finds records that break rules, such as leases without rent, units without status, or vendors without tax IDs, before they break reports.
  31. Regional/property access setup (Per event / project, about 150 hrs/yr) Regional access setup gives regional managers and accountants access to groups of properties and updates those groups as portfolios are acquired, sold, or reassigned.

Property & Entity Onboarding (30)

about 10,122 hrs/yr

  1. Chart of accounts mapping (Per property, about 552 hrs/yr) Mapping ties the prior manager's or owner's chart of accounts to the company chart line by line, so opening balances, history, and owner reports translate correctly and no account is left unmapped.
  2. Opening balance import (Per property, about 552 hrs/yr) At cutover, the prior trial balance becomes the new ledger's opening position: cash, receivables, deposits held, payables, prepaids, and equity, supported by closing statements from the seller or prior manager.
  3. Tenant/resident data migration (Per property, about 552 hrs/yr) Resident migration moves every current household into the new system: names, contact details, unit, lease dates, rent, occupants, pets, vehicles, and balances, exported from the prior system and cleaned in Excel.
  4. Lease data migration (Per property, about 552 hrs/yr) Lease migration records each lease's start and end dates, rent, recurring charges, concessions, deposits, and renewal status, then attaches the signed lease PDF, so billing is right from the first cycle.
  5. Vendor data migration (Per property, about 552 hrs/yr) Vendor migration brings over active vendors with legal names, remit-to addresses, tax IDs, 1099 status, payment method, insurance certificates, and contract terms, dropping duplicates and dormant vendors along the way.
  6. Security deposit balance migration (Per property, about 552 hrs/yr) Every resident's security, pet, and other deposits must arrive in the new ledger intact, reconciled to the deposit bank account and the prior manager's deposit liability report at cutover.
  7. Open AP migration (Per property, about 552 hrs/yr) Open AP migration carries over unpaid vendor invoices at cutover with invoice numbers, dates, amounts, and GL coding, so the old and new managers never both pay the same bill and nothing is dropped.
  8. Open AR migration (Per property, about 552 hrs/yr) Open AR migration transfers each resident or tenant's unpaid charges by charge code and original date, preserving aging so late fees, collections, and deposit dispositions calculate correctly in the new system.
  9. Utility account transition (Per property, about 552 hrs/yr) Common-area and vacant-unit electric, gas, water, sewer, and trash accounts move into the owner's or manager's name, with account numbers, start dates, and billing addresses taken from the utility portals.
  10. Property team assignment (Per property, about 552 hrs/yr) A new property needs a name in every seat (property manager, assistant, leasing agents, maintenance supervisor, regional manager, accountant) so work queues, approvals, and notifications reach the right people.
  11. Resident portal activation (Per property, about 552 hrs/yr) Portal activation invites every current resident to register so they can pay rent online, submit maintenance requests, and receive notices, then tracks who has signed up and who still needs a nudge.
  12. Historical document migration (Per property, about 552 hrs/yr) Years of leases, applications, inspection reports, notices, vendor contracts, and correspondence move from the prior manager's files into the new system and SharePoint, indexed by unit, resident, and document type.
  13. Post-conversion audit (Per property, about 552 hrs/yr) After conversion, a sample of leases, balances, recurring charges, vendors, and deposits is checked against source documents, and every error and correction is documented for the owner.
  14. Go-live reconciliation (Daily / Weekly, about 546 hrs/yr) After go-live the team checks the first cycles: rent roll against leases, bank balances against the ledger, first charges and payments posted correctly, and deposits held against the prior manager's report.
  15. New property onboarding project (Per event / project, about 150 hrs/yr) Once a management contract is signed, onboarding runs a long checklist: entity and property setup, bank accounts, data migration, vendors, utilities, insurance, portals, and staff access, all tracked to a go-live date.
  16. Property master setup (Per event / project, about 150 hrs/yr) Every new property starts as one master record: legal name, address, owner entity, property type, unit count, fiscal year, accounting basis, fee terms, and reporting attributes, from the management agreement and setup sheet.
  17. Building master setup (Per event / project, about 150 hrs/yr) Building setup adds each building under the property with its address, floor count, year built, square footage, and amenities, so units, inspections, and work orders attach to the correct structure.
  18. Unit/suite master setup (Per event / project, about 150 hrs/yr) Unit setup loads every unit or suite with its number, building, floor plan, bedrooms, baths, square footage, market rent, and status, usually from a seller spreadsheet that needs cleanup before import.
  19. Entity/legal owner setup (Per event / project, about 150 hrs/yr) Entity setup records the owning LLC or partnership: legal name, EIN, address, ownership percentages, fiscal year, and bank relationships, drawn from the operating agreement and IRS letter so owner reporting and 1099s come out right.
  20. Management company setup (Per event / project, about 150 hrs/yr) Before fees can calculate, the managing entity itself must exist in the system, with fee structures, reimbursable payroll rules, corporate bank accounts, and the list of properties it manages.
  21. Bank account setup (Per event / project, about 150 hrs/yr) Bank account setup links each operating, security deposit, and reserve account to its property and GL cash account, with routing and account numbers, check stock settings, and signers confirmed from the bank's welcome letter.
  22. Lockbox/payment setup (Per event / project, about 150 hrs/yr) Payment setup connects the property to its lockbox, online payment provider, and merchant accounts, so resident checks, card payments, and ACH receipts land in the right bank account and property ledger.
  23. Recurring charge setup (Per event / project, about 150 hrs/yr) Recurring charge setup schedules rent, pet rent, parking, storage, utilities, and fees for each lease, with amounts, start and end dates, and charge codes, so the monthly charge run bills correctly.
  24. Insurance policy setup (Per event / project, about 150 hrs/yr) Insurance setup records property, liability, umbrella, and flood policies: carrier, policy number, limits, deductibles, premium, term, and additional insureds, so renewals, accruals, and lender requirements stay tracked.
  25. Property tax account setup (Per event / project, about 150 hrs/yr) Tax setup records each parcel: parcel number, taxing authority, assessed value, installment due dates, escrow status, and payment method, pulled from the county website and the prior owner's tax bills.
  26. License/permit setup (Per event / project, about 150 hrs/yr) License setup records the rental registration, business license, and elevator, pool, boiler, and fire permits the property needs, with issuing agency, number, expiration date, and renewal fee for each.
  27. User security setup (Per event / project, about 150 hrs/yr) User security setup grants each staff member access to the new property with the right role (leasing, maintenance, accounting, or management) plus approval limits and report permissions.
  28. Owner portal setup (Per event / project, about 150 hrs/yr) Owner portal setup creates logins for each owner or investor contact, links them to their properties and entities, and controls which statements, reports, and documents each one can see.
  29. Document folder setup (Per event / project, about 150 hrs/yr) Folder setup creates the standard SharePoint structure for the property (leases, accounting, maintenance, insurance, legal, owner reports) with permissions matching the assigned team.
  30. Integration setup (Per event / project, about 150 hrs/yr) Integration setup connects the property to payment processing, screening, ILS feeds, utility billing, and accounting exports, entering property codes, partner IDs, and settings in each partner portal.

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