Operations Manager

Operations ManagerCabrini Green Legal Aid (CGLA) seeks a highly organized, service-oriented, and proactive Operations Manager who thrives on creating order, solving problems, and ensuring day-to-day operations run smoothly. This role is ideal for someone who enjoys balancing multiple priorities, managing projects, improving processes, and serving as a trusted resource for staff across the organization.The Operations Manager will oversee office and facilities operations, vendor relationships, technology coordination, workplace safety and security, and operational projects that support organizational effectiveness. This individual will serve as the primary liaison for building management and operational vendors, including the organization's Managed Service Provider (MSP), ensuring staff receive responsive support and organizational resources are managed efficiently.The ideal candidate is highly organized, resourceful, and solutions-oriented, with the ability to anticipate needs, prioritize competing demands, and drive projects to completion. They are comfortable working independently, managing multiple stakeholders, and continuously identifying opportunities to improve workplace operations and staff experience.This position supervises front-office operations staff and plays a key role in maintaining a safe, efficient, and welcoming environment for employees, clients, volunteers, and community partners.Key Responsibilities:Facilities & Office Management:Supervise front-office operations and staffing, providing direction, coaching, and performance management to ensure a professional and welcoming office environment.Oversee all aspects of office space allocation, layout planning, and workplace maintenance to ensure a safe, efficient, and welcoming environment for staff and visitors.Manage and continuously evaluate office security systems, including surveillance, access controls, and emergency preparedness measures, to safeguard people, assets, and sensitive information.Oversee and execute logistics for large events, conferences, and organizational gatherings, coordinating all necessary resources and support.Promptly address and resolve employee concerns regarding office operations, fostering a responsive and supportive workplace culture.Serve as the primary point of contact with building management, coordinating repairs, maintenance, and office improvement projects to maintain high standards of facility operations.Maintain accurate office inventory records; manage supply orders and vendor relationships to ensure appropriate stock levels and cost-effective procurement.Partner with HR to support seamless new hire onboarding and orientation, ensuring new staff are well-equipped and oriented to the office environment and procedures.Supervise mail processing procedures, ensuring timely and secure handling of incoming and outgoing correspondence.Develop and maintain operational procedures and documentation to ensure consistency, efficiency, and continuity of operations.Technology & IT Support:Serve as the primary liaison with the organization's Managed Service Provider (MSP), ensuring timely resolution of technology issues, high-quality support for staff, and effective management of technology resources.Evaluate technology systems and workflows and recommend operational improvements that enhance efficiency, security, and staff experience.Oversee procurement, maintenance, and tracking of office technology and equipment.Implement and uphold data security policies, best practices, and staff training initiatives.Vendor & Contract Management:Manage relationships with building, facilities, security, and operational vendors, ensuring service quality, accountability, and cost-effectiveness.Monitor and maintain the operations budget by tracking expenditures, identifying cost-saving opportunities, and ensuring cost-effective resource allocation.Approve and process all operational vendor invoices in a timely manner, verifying that charges align with contracted terms and organizational policies.Ensure vendor relationships and contracts consistently align with organizational policies, legal standards, and compliance obligations, conducting regular reviews to mitigate risk and maintain accountability.Compliance & Risk Management:Ensure organizational adherence to workplace safety, security, and legal compliance regulations at all levels of operation.Oversee and manage company insurance policies, risk mitigation strategies, and business continuity planning.Lead emergency preparedness initiatives, including planning, training, and execution of response protocols.Collaborate with HR to ensure operational compliance with employment laws, policies, and best practices.Ensure accurate communication and timely posting of required signage related to compliance and risk management.Monitor changes in local, state, and federal regulations affecting nonprofit operations and update organizational practices accordingly.Organizational Support & Process Improvement:Manage multiple operational projects simultaneously, establishing timelines, coordinating stakeholders, tracking deliverables, and ensuring successful completion.Anticipate operational challenges and proactively implement solutions before issues impact staff, clients, or organizational effectiveness.Prioritize competing operational needs and allocate resources effectively to support organizational goals.Create systems and processes that improve efficiency, reduce operational bottlenecks, and strengthen organizational effectiveness.Financial Administration:Partner with finance to manage operational budgets, ensuring accurate allocation of expenses for monthly vouchers and grant reporting/compliance.Collaborate with Finance on audit deliverables, asset tracking, and grant-related reporting.Serve as liaison between the organization and banking partners to ensure financial efficiency, resource management, and compliance.Education:Bachelor's degree in Business Administration, Operations Management, or a related field preferred.Experience:• 5+years of experience in operations, facilities, or administrative management, preferably in the nonprofit sector.• Proven leadership and supervisory experience, with the ability to motivate and manage teams.• Strong project management, organizational, and problem-solving skills with the ability to manage multiple priorities effectively.• Experience overseeing vendor relationships, contract negotiations, and IT systems management.• Proficiency in Microsoft Office Suite, project management tools, and office technology systems.Preferred Qualifications:• Strong project management skills with the ability to manage multiple initiatives and competing priorities simultaneously.• Demonstrated ability to assess competing demands, make sound decisions, and effectively prioritize work in a fast-paced environment.• Experience managing vendors, facilities operations, workplace technology, or office administration functions.• Strong organizational and follow-through skills with exceptional attention to detail.• Process-oriented mindset with a focus on continuous improvement and operational efficiency.• Strong interpersonal skills and customer-service orientation, with the ability to build positive working relationships across all levels of the organization.• Ability to identify problems, develop practical solutions, and implement improvements independently.• Adaptability and sound judgment in a dynamic, mission-driven environment.Supervisory Responsibility:Supervises 1 - 3 operations employees.Required Hours:Monday through Friday 9:00am to 5:00pm, 40 hours per week. A hybrid work environment with three days in the office.Available to respond to occasional after-hours building, facilities, or security-related emergencies.NOTE: Occasional weekend and evening work.Physical Requirements:Sit for long periods of time.Speak in a clear and understandable manner.Must be able to work in a stressful work environment.The employee is frequently required to use hands and fingers to type, handle, or feel and reach. The employee is regularly required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds.Working Conditions:CGLA has implemented a telecommuter and flexible work policy that allows employees to perform work remotely at the employee's home or at an approved offsite location. Employees must have adequate internet access to work from home. If working in the office, you must be able to work in an open office setting with moderate noise levels and follow all COVID-19 safety protocols. Employee must have reliable internet access to work remotely.Benefits:We offer a generous benefits plan that includes Blue Cross Blue Shield - Health insurance, Vision Service Plan – Vision insurance, Principal Dental insurance and 100% employer paid life insurance, (EAP) Employee Assistance Program, Dependent Care and Medical Flexible spending accounts, Pet insurance, Pre-Tax Programs for parking, local transit for Ventra and Metra and UberPool, and Vanguard 403(b) retirement matching. Additionally, CGLA offers generous Paid Time-off, Floating Holidays and