Operations Manager

Job Position: Operations Manager

Location: New Canaan, CT 06840

Description:
Position Title: Temporary Operations Manager (this role has the possibility of going temp to perm)
Reports to: Vice President of Operations

Travel: Occasional local errands
Three days per week, TUESDAY, WEDNESDAY, AND THURSDAY
Hours 9:00-5:00 WITH 1/2 LUNCH
This client will require testing prior to offering the role
Pay rate $32 per hour

SUMMARY
The Temporary Operations Manager manages assigned office operations, recurring administration, and technology and operational projects led by the Vice President of Operations. The role maintains a pleasant, welcoming, and functional office environment and turns agreed project objectives into practical plans, coordinated action, and completed deliverables.
A successful candidate combines hands-on operations experience with demonstrated project management ability. They anticipate needs, exercise sound judgment, and manage execution and follow-through, enabling the VP to focus on strategic direction, key decisions, and organizational alignment.
ESSENTIAL FUNCTIONS & RESPONSIBILITIES
Office Management (40%)
Maintain a pleasant, welcoming, organized, and functional office environment. Based in the reception area, serve as a friendly and responsive point of contact for board members, staff, guests, and service providers while proactively managing recurring office needs.
Maintain organized, labeled storage and appropriate stock levels for kitchen and office supplies. Order within approved spending parameters so resources are available and easy to locate.
Coordinate office repairs and maintenance with service providers and property management, follow through to resolution, and communicate proactively with staff about work affecting the office.
Welcome guests, connect them with the appropriate staff member, receive deliveries, and sort and route mail. Maintain a professional, approachable presence and an orderly reception area on scheduled workdays.
Coordinate catering for team lunches and Board meetings, including vendor arrangements, setup, and caterer oversight when scheduled.
Complete occasional local errands supporting office operations, including purchasing supplies and returning equipment.
Project Management (35%)
Manage assigned technology and operational projects led by the VP of Operations. Turn agreed objectives into actionable plans, coordinate staff and vendors, and manage execution and follow-through within the agreed scope and schedule.
Develop and manage project plans that define scope, deliverables, milestones, responsibilities, and dependencies. Work with staff and vendors to establish realistic timelines and resource needs.
Drive assigned projects forward, coordinate work across stakeholders, and follow up with task owners to ensure commitments are met. Address routine obstacles and bring matters requiring leadership decisions to the VP with options and recommendations.
Serve as the project contact for participating vendors and staff, ensuring expectations are clear, deliverables are tracked, and work is coordinated across related projects. Organize project meetings, prepare agendas, and document decisions and action items.
Provide concise updates on milestones, risks, competing demands, and decisions needed. Anticipate delays, recommend adjustments, and keep plans current as decisions are made.
Coordinate testing, staff communications, training logistics, and documentation with the appropriate subject matter experts so completed projects transition into ongoing operations. Establish clear handoffs for time-sensitive matters arising on nonworking days.
Administration (25%)
Manages assigned vendors, memberships, records, and financial administration, ensuring standard procedures are reliable, information is accessible, and deadlines and approval requirements are met.
Manage the monthly reconciliation of the VP of Operations' AMEX charges, obtain missing receipts, resolve documentation gaps, and submit complete, accurate materials to the Finance team by established deadlines. Prepare cash flow reports for the Finance team and invoices for VP review and approval.
Keep Operations department records, archives, and asset inventories current, organized, and easy to retrieve, following the Foundation's filing and retention procedures. Inventories include keys, building access, parking, IT hardware, and other assigned assets.
Research vendors, compare services and costs, and coordinate procurement within approved budgets and purchasing procedures. Prepare agreements, complete established compliance checks, and obtain required approvals and signatures.
Monitor service delivery and renewal dates, address routine service issues, and coordinate approved transitions or service termination. Maintain complete vendor records.
Manage the Foundation's organizational memberships, including renewals, payments, rosters, and staff access. Share relevant benefits, resources, and opportunities so staff can make effective use of memberships.
Document recurring procedures, deadlines, and contacts, and maintain clear handoff instructions so essential responsibilities can continue during absences.
Identify opportunities to simplify or automate recurring work and implement approved improvements.
Other duties as assigned, consistent with the scope, schedule, and level of the position.
REQUIRED QUALIFICATIONS
Demonstrated experience independently managing office operations and recurring administrative processes.
Demonstrated experience managing technology or operational projects involving external vendors and internal stakeholders, from planning through implementation.
Experience developing project plans, managing dependencies and deadlines, resolving routine obstacles, and coordinating multiple workstreams.
Experience managing vendors, preparing agreements, maintaining records, reconciling expenses, and coordinating meeting logistics.
Proficiency in macOS and Microsoft 365, including Excel, Word, and Outlook.
Experience using project management and collaboration tools such as Asana, SharePoint, Slack, and Zoom.
SKILLS & ATTRIBUTES
Demonstrates alignment with and commitment to the Foundation's mission.
Pleasant, approachable, and service-oriented, with a professional and welcoming manner.
Proactive and resourceful, with the ability to translate agreed objectives into practical steps, work independently, and ask focused questions when needed.
Strong organizational skills and attention to detail, with dependable follow-through.
Exercises discretion and sound judgment in handling confidential information, spending parameters, and matters requiring approval.
Communicates clearly and professionally with staff, Board members, guests, and vendors, including concise status updates and recommendations.
Comfortable balancing hands-on office responsibilities with project management.
Collaborative, receptive to feedback, and interested in improving processes.
Recognizes capacity constraints and raises competing priorities early.
ASSIGNMENT AND IN PERSON WORK EXPECTATIONS
We are seeking someone who can commit to an initial three-month assignment, working 24 hours per week across three eight-hour days-Monday, Tuesday, and Thursday-primarily at the Foundation's offices in New Canaan, CT.
The percentages represent anticipated time allocations and may vary with scheduled meetings and operational needs. Time spent in each responsibility area may vary based on office needs and project deadlines. The VP of Operations will set priorities and clarify which decisions require approval. The Manager and VP will agree on coverage for time-sensitive matters arising outside the Manager's scheduled workdays.
The assignment may be extended, expanded, or considered for a permanent position based on organizational needs, demonstrated performance, and mutual fit.
PHYSICAL & ENVIRONMENTAL REQUIREMENTS
The role involves attending meetings, sitting at a desk, and working on a computer for prolonged periods, as well as moving throughout the office to manage supplies, reception, and meeting setup. Ability to lift and move office supplies and equipment weighing up to 25 pounds on occasion. Occasional local errands are required; a valid driver's license is preferred.

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