Operations Manager

Job Description

Job Description

Description:

The Operations Manager manages and supports a broad range of operational, financial, and administrative functions to ensure the efficient and effective operations of NCRC. This role provides direct operational support to Finance and Operations, including preparation and coordination of Finance Committee meetings, managing communications, documentation, and projects. The Operations Manager oversees daily office activities, develops and implements administrative policies and procedures, manages office resources and vendor relationships, manages tenant relationships, and ensures continuity of organizational operations. This role also tracks and analyzes operational costs, monitors budgets, and collaborates across departments on institutional projects and initiatives.

KEY RESPONSIBILITIES

Facility & Resource Management

· Coordinate and resolve building maintenance issues, including key fob distribution, safety, tenant inquiries, and overall cleanliness.

· Regularly review and manage inventory of office resources—space, furniture, and supplies—to support a comfortable, productive work environment.

· Serve as primary liaison to the property manager.

· Provide support and coordination for the Real Estate Committee.

Finance & Accounts Payable Support

· Deposit checks to the bank in a timely and accurate manner.

· Manage vendor maintenance activities, including calling to verify banking information for new vendors and creating new vendor records in the AP system.

· Respond to staff inquiries regarding vendor payments with professionalism and timely follow-through.

· Manage the Finance shared email inbox, triaging and routing communications appropriately.

· Assist with bank reporting, ensuring accuracy and adherence to organizational deadlines.

· Support budget preparation, monitoring, and reporting activities in coordination with Finance staff.

Support to the CFAO

· Prepare agendas, materials, and supporting documentation for Finance Committee and board meetings, including assisting with presentation materials; coordinate logistics, distribute materials, and record minutes.

· Track action items and follow-ups from Finance Committee and other executive-level meetings.

· Draft correspondence, reports, and presentations on behalf of the CFAO.

· Manage documentation and filing systems for Finance and Administration department records.

· Assist in planning, tracking, and executing special projects and initiatives led by the CFAO.

· Serve as liaison between the Finance & Administration department and other organizational divisions.

General Administration

· Compose correspondence and business documents as needed.

· Coordinate monthly staff meetings and other meetings as needed.

· Maintain up-to-date employee contact information and organizational charts.

Office Operations & Procedures

· Develop and implement security and emergency preparedness procedures.

· Promote modern, self-service, and environmentally sustainable office practices; coordinate with IT to enable self-service tools and portals.

· Assess operational effectiveness on an ongoing basis; develop, implement, and update processes, workflows, and best practices.

Operational Planning & Collaboration

· Partner with departments and divisions to assess present and future operational needs aligned with business and institutional goals.

· Collaborate under project management frameworks on operational needs of institutional projects.

· Create, execute, and monitor operational budgets in coordination with Finance.

Special Projects

· Participate in and support special projects and other duties as assigned.

· 5+ years of progressive experience in office operations, administration, or a related field; experience supporting senior leadership or finance functions strongly preferred.

· Excellent written and verbal communication and interpersonal skills; ability to draft professional correspondence and reports.

· Strong problem-solving and decision-making abilities with a customer-focused mindset.

· Proficient in office software and productivity tools.

· Experience supporting committee meetings, including agenda preparation, logistics coordination, and minutes documentation.

· Demonstrated ability to manage multiple projects simultaneously with strong attention to detail.

· Familiarity with financial concepts, accounts payable processes, budget monitoring, and reporting.

· High degree of professionalism and discretion when handling sensitive financial and organizational information.

· Ability to maintain confidentiality of employee and organizational data.

WORK ENVIRONMENT

This position operates within a hybrid work environment. Tuesday and Thursday are required in-office days; Wednesday in-office attendance is required when scheduled meetings or events occur. Monday and Friday are designated remote workdays. Remote work requires a reliable internet connection and a suitable workspace. This role involves prolonged periods of stationary work at a computer.

TRAVEL REQUIREMENTS

Occasional travel may be required for training, team meetings, or conferences. Travel is typically within the U.S. and is estimated at less than 5% annually.