Operations Manager

Job Title: Operations Manager

Dept:

Site: City Year Miami

City: Miami

State: Florida

Job Summary:

Position Overview

The Operations Manager oversees all activities related to office space, building management, receptionist functions, equipment, supplies, mail, cleaning and other office services. The position also manages purchasing activities including receiving and accounting for inventories of materials as well as uniform distribution for City Year Miami.

Position Overview:

Responsibilities:

Responsibilities

Daily site operations. Answer incoming telephone calls; receive and sort mail and faxes; post outgoing mail; and greet visitors. Maintain good operations of all equipment (computers, printers, telephones, cell phones, fax machines, office keys, vans). Purchase and maintain adequate office supplies and materials. Manage office cleanliness (including janitorial service, garbage and recycling) by enforcing guidelines for the office space and site vans.
Budget and expense tracking. Coordinate site finances with headquarters. Weekly processing of all accounts payable and receivable; monthly tracking of expense by department; monthly submission of previous month’s budgets and site composite budget/expense to departments. Complete, copy, file, and submit all final financial documentation including check requests, reimbursements, petty cash requests, and purchase orders. Train staff to submit vendor check requests and reimbursements with itemized and coded receipts, and manage vendor payment expectations.
Technical support. Serve as site administrator of all computer hardware and phones. Direct IT requests to appropriate headquarters officials when needed. Assist with server maintenance, back-up device and general IT support at site level.
General site support. Respond to staff and landlord needs as they pertain to the general site. Assure the prompt and proper distribution of uniform parts to corps and staff. Oversee all uniform concerns relative to City Year standards. Weekly e-mail communication to all staff through the ‘Week Ahead,’ other communication as needed. Train all staff regarding office protocol, guidelines, etc.

Qualifications:

Qualifications

Bachelor’s degree preferred
City Year or AmeriCorps experience a plus
Extremely organized and superb attention to detail
Strong computer, written and oral communication skills
A sense of humor
Patient, flexible, and highly resilient throughout daily work and during unexpected circumstances
Professional work ethic and ability to manage information and confidentiality
A demonstrated ability to work independently, meet concurrent deadlines, organize time and priorities, and work well as a dedicated member of a team
Proficient of all Microsoft Office applications, especially Outlook, Word, Excel, and PowerPoint