Compliance & Operations Manager

South Puget Sound Habitat for Humanity is an affiliate of Habitat for Humanity International focused on providing affordable housing solutions in Thurston and Lewis counties. We believe that every person, no matter who they are, deserves a decent place to live. Our work includes building new, energy-efficient homes, preparing households for home ownership, guaranteeing affordable mortgages to home buyers, performing critical housing repairs, and running two successful resale stores.

It is an exciting time at South Puget Sound Habitat as our immediate goals for the future include three new developments and hundreds of repair projects, drastically outpacing our past production—and we are working to scale our operations to meet these goals.

The compliance & operations manager ensures South Puget Sound Habitat successfully manages its public grants, maintains strong safety standards, and coordinates key organizational, regulatory, and business requirements. The manager develops, maintains, and improves the systems, processes, and relationships that enable the organization to meet these responsibilities accurately and on time. They work both independently and across teams to gather information, develop and document processes, deliver training, execute reporting, and continuously identify opportunities for improvement.

You are an order-loving, process-oriented professional who wants to work for a mission-focused organization. You may have experience in grants administration, compliance, operations, safety, finance, or nonprofit administration, but above all you bring the organizational, collaborative, and judgment skills to manage many different timelines, requirements, and stakeholders successfully. Your secret weapons are high standards, transparency, communication, and continuous improvement. In fact, you don’t think it’s a job well done unless you’ve helped bring people along with you and created a template or two for the future.

You lead with curiosity, not judgment, and are happy to dig into and make sense of new things.

The compliance & operations manager ensures we proactively and accurately execute grant award contracts and all compliance, reimbursement, and reporting requirements. Responsibilities generally include:

• Create real-time multi-user contract/compliance/fund tracking and task system to manage on-time, fully compliant contracts, reimbursements, and reporting; maintain schedule of milestones for organization-wide use.
• Build two-way communication relationships with all grant officers, relevant managers, and associated contractors; proactively communicate needs and statuses.
• Take all awards to executed contracts without avoidable process delays and in sufficient time for related projects.
• Develop and document, in coordination with directors, team-wide and team-specific business rules and protocols for built-in, ongoing compliance for current and expected awards; add to or create relevant agency policies as needed.
• Work closely with admin team to track fund balances and reimbursement schedules; develop draw strategies based on grant requirements, funding stack composition, and organizational production goals.
• Record grant-related invoices and coding in financial systems, prepare reimbursement packages, and maintain cadence of regular and transparent submissions.
• Complete and submit all contract reporting (financial and programmatic) in coordination with appropriate team members.
• Coordinate all grant closeout needs, including any required audits.
• Manage accurate, complete, and standardized internal grant files.

The compliance & operations manager ensures all organization operations meet and routinely maintain strong safety and security standards. Responsibilities generally include:

• With team input and following up-to-date industry standards, develop or improve safety, security, and emergency policies and procedures for identified functional areas (e.g. build sites, repair sites, stores, driving, volunteers, cyber, etc.).
• Create ongoing training schedule and deliver team and individual training as appropriate.
• Create a certification maintenance schedule and work with identified team members to stay in compliance.
• Act as point-person for coordinating safety-related incidents, questions, or concerns to resolution.
• Maintain appropriate documentation of…