Operations Manager

The Operations Manager is responsible for overseeing the agency’s day-to-day operations, ensuring efficiency and compliance across human resources, administration, finance, and donor management. This role supports the Executive Director (ED) by managing employee benefits, vendor contracts, IT and office equipment, facility maintenance, and regulatory compliance. The Operations Manager also handles financial documentation, grant reporting, and donor database management. Additionally, this role plays a key part in fundraising logistics, community outreach, and crisis response, ensuring the agency runs smoothly and continues to provide essential services to the community.

Schedule: Monday-Friday from 8:00AM – 4:30PM, however, these hours may fluctuate as needed.

• Ensure new employee insurance paperwork is submitted to the agency’s broker.
• Process COBRA paperwork for departing employees and discontinue health benefits as needed.
• Maintain an up-to-date record of staff hire and termination dates in the Leadership drive.
• Obtain and manage the agency’s annual benefits contract, coordinating enrollment sessions for health, vision, dental, and disability benefits.
• Assist the ED in maintaining the agency’s HR and Operations manuals.
• Manage the Operations Internship Program, including recruitment and supervision of interns.

• Oversee corporate and business operations, ensuring compliance with legal, regulatory, and funder requirements.
• Perform maintenance tasks and coordinate with contractors for necessary repairs.
• Maintain service contracts and manage agency maintenance, IT, office equipment, security, telephones, and computers.
• Track and manage inventory of all agency-owned equipment.
• Train employees on basic IT and facility equipment use.
• Conduct an annual review of office equipment contracts, recommend changes, and facilitate contract renewals and equipment upgrades.
• Handle confidential materials, including personnel and salary records, with discretion.
• Attend monthly all-staff meetings, take minutes, and participate in other meetings as directed by the ED.
• Pick up and distribute mail three times a week per agency procedures.
• Serve as the lead administrator for Donor View, maintaining donor records, tracking donations, and ensuring timely acknowledgments.
• Oversee administrative aspects of fundraising to include maintaining correct and viable donor list, managing database accurately, and organizing logistics of campaigns.
• Track and manage in-kind donations, ensuring proper documentation.
• Distribute the agency’s annual report and newsletters through Donor View.
• Prepare contracts and invoices for subcontractors and vendors, ensuring proper tax documentation.

• Manage the storage and organization of financial paperwork, including invoices, payroll records, insurance documents, and donor records.
• Collect weekly invoices, credit card receipts, and reimbursement requests; ensure proper coding and timely submission to the Finance Manager.
• Print and process checks for vendor payments, ensuring timely mailing.
• Manage IRA account enrollments and coordinate with the Finance Manager to ensure accurate payroll deductions.
• Support the ED with grant reporting and compliance.
• Assist with financial audits, 990 preparation, and donor record organization.
• Complete weekly physical bank deposits.

• Support and attend FRIENDS, Inc. special events and functions.
• Represent FRIENDS, Inc. in a positive and professional manner in the community.
• Assist with speaking engagements to educate the public on the agency’s services and operations.
• Maintain confidentiality in handling sensitive organizational and client information.
• Answer the 24/7 crisis hotline, provide referrals, and complete necessary database entries in Osnium.
• All other duties as assigned.

• Bachelor’s degree in Business Administration, Nonprofit Management, Human Resources, or a related field preferred. Equivalent work experience may be considered.
• Valid Driver’s License and Driver's Insurance.
• Minimum of 1 year of…