Operations Manager

Job Description

Job Description

Position Summary
The Operations Manager is responsible for overseeing and optimizing the day-to-day administrative and operational functions of PathForward. This role ensures that office operations and systems run efficiently and effectively in support of staff and service delivery. Serving as the internal liaison for IT, administration, and key vendors, the Operations Manager brings a proactive, solutions-oriented approach to managing logistics, resources, and operational processes.

This position holds ownership of the organization’s office and operational infrastructure, including management of the office supply budget, information technology, coordination of PathForward vehicle insurance and related documentation, and oversight of administrative workflows for select executives such as mail handling, deposits, and board material preparation. While this role does not supervise staff, it requires a high level of independence, project manager, accountability, and sound judgment in managing resources and making operational decisions.

Key Responsibilities Office Operations

• Lead and manage day-to-day office operations to ensure a functional, organized, and professional work environment
• Identify opportunities to streamline processes and improve operational efficiency across the organization
• Develop and maintain systems for tracking supplies, equipment, and operational needs
• Serve as the primary point of contact for facilities-related needs, coordinating with property management and vendors

Budget & Vendor Management

• Manage the office and operational supply budget, including forecasting, tracking expenditures, and ensuring cost-effective purchasing decisions for office supply needs.
• Work directly with leaders and staff members to ensure office supplies are properly stocked at all locations.
• Establish and maintain relationships with vendors (office supplies, facilities, etc.), negotiating pricing where appropriate
• Monitor and approve routine operational purchases within established budget parameters

IT Coordination

• Serve as the internal liaison to outsourced IT providers, ensuring timely resolution of issues and clear communication
• Coordinate IT onboarding and offboarding processes, including equipment setup, access, and retrieval
• Maintain inventory and tracking of IT equipment and assets
• Partner with outsourced IT and staff to ensure proper systems and software are available for staff use
• Troubleshoot IT issues appropriately either independently or partnering with IT
• Maintain and administer company cellphones for applicable employees

Parking & Facilities Management

• Partner with Human Resources to maintain parking pass records
• Assist with onboarding and offboarding by working with outside vendors to activate and terminate parking passes
• Coordinate parking logistics with building management and ensure compliance with facility policies
• Address and resolve parking facility-related issues in a timely manner

Vehicle & Insurance Administration

• Manage insurance policies and documentation for PathForward’s vehicle fleet
• Coordinate renewals, updates, and claims with Director of Finance and COO as needed.
• Maintain accurate records of vehicle registrations, usage, and compliance requirements

Financial & Administrative Operations

• Oversee mail distribution processes, including regular pickup and internal distribution
• Prepare and deposit checks in accordance with organizational procedures and internal controls
• Maintain organized and compliant records for operational and administrative functions

Executive and Employee Support

• Support COO and CEO as needed with executive-level tasks and projects
• Support preparation and coordination of board and committee materials
• Assist with logistics for board meetings, including scheduling, document distribution, and setup, and event management
• Handles the planning and logistics for internal events: monthly pizza parties, staff holiday celebrations, staff retreats etc
• Supports human resources with employee/onboarding -related tasks: anniversary cards, employee badges, new hire photos, workforce directory, phone extension list
• Maintains accurate records of divvy card transactions and receipts for assigned executives
• Monitors PathForward admin email, tracking requests that come in and triaging said requests to the proper internal parties. Ensuring requests are handled in a timely manner and providing professional responses to inquiries.
• Assists with expense reimbursements for assigned executives

Qualifications

• 4–6+ years of experience in operations, office management, or administrative management roles
• Demonstrated experience managing budgets and making cost-conscious purchasing decisions
• Strong organizational and project management skills with exceptional attention to detail
• Ability to work independently, prioritize competing demands, and exercise sound judgment
• Experience coordinating with vendors and managing external partnerships (IT, facilities, insurance, etc.)
• Proficiency in Microsoft Office (Word, Excel, Outlook); comfort with systems and tracking tools

Preferred Qualifications

• Experience in a nonprofit or human services environment
• Experience in internal office operations
• Experience with meeting and event logistics
• Experience supporting executive leadership or board operations
• Demonstrates commitment to diversity.
• Highly motivated, self-directed and team oriented.
• Demonstrated ability to exercise good judgement.
• Consistently treat all clients and staff with respect.
• Excellent written and verbal communication skills.
• Excellent interpersonal and organizational skills.
• Reliable and dependable and able to handle multiple tasks and deadlines,

Core Competencies

• Ownership & Accountability: Takes full responsibility for operational functions and follows through on outcomes
• Operational Thinking: Identifies inefficiencies and implements practical, scalable solutions
• Financial Stewardship: Manages budget responsibly with attention to cost and value
• Communication & Coordination: Effectively manages relationships across internal teams and external vendors
• Problem Solving: Anticipates needs and resolves issues proactively

Work Environment

This role is 100% on-site and requires regular presence in the office to support operational needs. Occasional local travel is required for tasks such as mail pickup, bank deposits, and coordination with vendors or facilities.

Physical Requirements:

• Work is performed in a shelter.
• Must be able to lift a minimum of 30 pounds.
• Work is subject to frequent interruption.
• Subject to work flexible hours that may include weekends and evenings on a case by case basis
• Subject to work in a variety of weather conditions.