Director, Office Operations

POSITION OBJECTIVE:

Leads the strategic and day-to-day management of all facilities, administrative, and operational activities across the organization, cultivating an office environment grounded in exceptional hospitality, organizational effectiveness, effective communication and safety.

LOCATION:

Washington, DC; Eligible to earn telework 2 days/week

PAY RANGE:

$110,000 - $140,000 annually

DUTIES and RESPONSIBILITIES:

Facilities Management

• Direct maintenance of the office to create a professional and clean space.
• Develop and maintain professional relationships with property management and facility management vendors, including maintenance, cleaning and security services.
• Work with key stakeholders to create a work environment that fosters collaboration and organizational effectiveness.
• Manage the purchasing, distribution and collection of office supplies and office furniture.
• Manage office leases and other property obligations.
• Set and manage office assignments for DC office staff.
• Participate in and lead office redesigns and/or relocations, as applicable.
• Collaborate with employees located in the Minnesota office to manage facility needs.

Team Management

• Lead and develop the Office Operations team, including Office Services Coordinator, Project Coordinator, and Receptionist/Administrative Assistant.
• Recruit, hire, and onboard staff, and manage staffing coverage for front desk and administrative functions
• Maintain training materials and manuals for each function.
• Foster a service-oriented culture focused on responsiveness and professionalism

Meetings and Events Operations

• Assist in coordinating, planning and executing events held in the DC area.
• Plan corporate in-house or off-site activities in the DC area, including catering, parties and celebrations.
• Oversee logistics and operational support for internal meetings in the Washington, DC office, including Board of Directors meetings, state Farm Bureau visits and coalition meetings.
• Manage conference room scheduling, meeting policies, and pantry/catering procedures.
• Negotiate and manage hotel contracts for meeting space, F&B, and sleeping rooms.
• Maintain and update operational guides and manuals, including front desk, meeting booking, and conference room procedures.

Administration

• Serve as primary point of contact for office related issues and respond to inquiries.
• Execute responsibilities within the approved Operations budget.
• Develop and maintain business continuity plans, emergency preparedness plans and other office procedures/policies as applicable.
• Develop and maintain office guidelines, procedures and employee training.
• Administer travel management system, including staff training and escalated approvals according to outlined Travel and Expense policy.
• Collaborate with key stakeholders to monitor vendors and organization policies and review annually for updates.
• Schedule and disseminate staff communications and training for new and current employees on office policies and procedures.

RELATIONSHIPS:

Communicate and coordinate with all AFBF staff, state Farm Bureau staff, Farm Bureau leaders and outside service providers.

EDUCATION OR TRAINING REQUIRED:

• Bachelor's degree or equivalent experience

EXPERIENCE AND SKILLS REQUIRED:

• Minimum seven (7) years' experience in office management or related field
• Minimum two (2) years' experience managing a team
• Proven track record of growing and maintaining partner and vendor relationships
• Expert knowledge of facilities and office administrator responsibilities, systems and procedures
• Strong leadership and team management skills
• Track record of forecasting, managing and achieving annual budget targets
• Demonstrated ability to think analytically and develop effective solutions
• Strong customer service skills, organization, and attention to detail - approachability and a great attitude are a must
• Excellent written and verbal communication skills
• Ability to maintain confidential information
• Able to work well under pressure, detail oriented, deadline driven, and able to manage multiple and changing priorities

PREFERRED EDUCATION/EXPERIENCE/TRAINING/SKILLS:

• Experience planning internal-facing meetings and events
• Proficiency in Microsoft Office software

OTHER REQUIREMENTS:

• Occasional travel