Operations Manager

Operations Manager Location: New York City (4 days in-office, 1 day remote) Status: Full-Time Salary: $60,000–$65,000 annually, commensurate with experience About Bottomless Closet Bottomless Closet empowers New York City women to enter the workforce and achieve economic self‑sufficiency by providing professional attire, career development, and ongoing support. We are seeking an experienced, highly organized, and collaborative Operations Manager to oversee the day‑to‑day operations that keep our organization running efficiently. This is a hands‑on role for someone who enjoys making organizations run well—creating systems, solving problems, and supporting colleagues to ensure every aspect of the organization, from the boutique to finance to facilities, operates seamlessly. The ideal candidate is organized, proactive, resourceful, and detail‑oriented, with a strong ability to thrive in a small, mission‑driven team. You are equally comfortable organizing a boutique, receiving and coordinating deliveries, reconciling invoices, coordinating with vendors, solving facilities issues, onboarding a new employee, or jumping in to support a special event. Most importantly, you bring professionalism, flexibility, warmth, and a sense of humor to your work every day while helping others succeed through well‑designed systems and strong execution. Position Summary The Operations Manager is a hands‑on, primarily on‑site role responsible for office administration, inventory and boutique operations, facilities, financial administration, technology coordination, vendor relationships, and day‑to‑day operational support. The position supervises a Part‑Time Inventory Associate. Primary Responsibilities Operations & Inventory Management Create and manage an inventory system for clothing donations, supplies, and program materials to monitor stock levels, identify trends and pre‑empt inventory supply issues. Properly stock, organize, and maintain the boutique and all inventory/storage areas. Manage ordering, receiving, stocking, and replenishment of all supplies. Coordinate the intake, sorting, storage, and distribution of clothing donations. Manage all incoming deliveries/shipments, including donated goods, vendor deliveries, and courier services. Coordinate storage and maintain accurate inventory records via regular reporting. Ensure the boutique is attractive, organized, welcoming, and fully stocked. Supervise the Part‑Time Inventory Associate. Develop and continuously improve inventory procedures, operational workflows. Office & Facilities Management Oversee the day‑to‑day operation of the office to ensure a safe, organized, efficient, and welcoming environment. Serve as the primary liaison with building management and outside vendors for facilities, maintenance, cleaning, HVAC, electrical, security, and repairs. Coordinate office repairs, renovations, space planning, and workspaces as needed. Maintain office seating plans and coordinate workspace setups. Manage office access, emergency procedures, business continuity plans, and serve as the organization's Fire Warden. Attend required building safety trainings and educate staff on office safety procedures. Maintain common areas, kitchen, boutique, storage rooms, and office supply areas. Receive and distribute incoming mail packages; coordinate any outgoing mail. Manage organizational records, storage, retention, and shredding. Financial & Administrative Operations Submit invoices and bills for payment in a timely and accurate manner. Oversee accounts payable, accounts receivable, check processing, and corporate credit card reconciliations. Post donation batches and maintain accurate financial records in database. Coordinate monthly financial reconciliations with the organization's accountant. Assist with preparation of documentation for annual audit and nonprofit filings. Maintain contracts for technology, facilities, office services, and other vendors. Vendor & Technology Management Manage relationships with vendors, service providers, and contractors. Serve as the primary liaison with the organization's managed IT service provider. Ensure computers, phones, databases, copier, postage meter, meeting room technology, and other office systems function effectively. Maintain hardware inventory and coordinate equipment purchases and upgrades. Research technology solutions that improve organizational efficiency. Support organization‑wide technology implementations and staff training. Human Resources & Staff Support Maintain and update the Office Operations Manual. Support employee onboarding and offboarding, including workspace preparation, technology setup, security access, orientation, and new hire paperwork. Communicate operational updates and service interruptions to staff. Coordinate office logistics for meetings. Foster a collaborative, respectful, and supportive workplace culture. Communications & Special Projects Answer and direct incoming phone calls and communicate effectively with staff, vendors, donors, and other stakeholders to support day‑to‑day operations. Provide administrative and logistical support for organizational initiatives and cross‑departmental projects. Support fundraising and other special events both onsite and offsite. Perform additional duties and special projects as assigned. Qualifications Bachelor’s degree preferred with at least four years of progressively responsible experience in operations, office management, nonprofit administration, or a related field; equivalent experience will be considered. Experience with office operations, inventory management, facilities coordination, and administrative systems. Working knowledge of accounts payable, accounts receivable, invoice processing, and financial recordkeeping. Experience supervising staff, interns, volunteers, or contractors. Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and cloud‑based business applications. Experience with databases such as Salesforce, Financial Edge, Raiser's Edge, or similar CRM/accounting systems. Strong organizational, project management, analytical, and problem‑solving skills. Excellent written, verbal, and interpersonal communication skills. Strong customer service skills, ability to work effectively with diverse stakeholders. Comfortable learning new technology, troubleshooting basic office tech issues. Self‑motivated, dependable, and able to manage multiple priorities independently. Ability to lift at least 25 pounds. Availability to work occasional evenings to support organizational events. Prefer experience working in a nonprofit organization, managing donated goods, retail, boutique, and/or warehouse inventory. Compensation & Benefits Salary: $60,000–$65,000, commensurate with experience. Comprehensive health insurance. Generous paid time off (PTO). Paid holidays. Hybrid schedule (4 days in‑office, 1 day remote). Opportunity to make a meaningful impact at a respected New York City nonprofit. Bottomless Closet is an equal opportunity employer and considers all qualified applicants without regard to any status protected by applicable law. Bottomless Closet will provide reasonable accommodations to qualified applicants and employees in accordance with applicable law. Applicants who need assistance in the application process may contact View email address on click.appcast.io. #J-18808-Ljbffr