Operations ManagerThe 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 ResponsibilitiesOffice OperationsLead and manage day-to-day office operations to ensure a functional, organized, and professional work environmentIdentify opportunities to streamline processes and improve operational efficiency across the organizationDevelop and maintain systems for tracking supplies, equipment, and operational needsServe as the primary point of contact for facilities-related needs, coordinating with property management and vendorsBudget & Vendor ManagementManage 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 appropriateMonitor and approve routine operational purchases within established budget parametersIT CoordinationServe as the internal liaison to outsourced IT providers, ensuring timely resolution of issues and clear communicationCoordinate IT onboarding and offboarding processes, including equipment setup, access, and retrievalMaintain inventory and tracking of IT equipment and assetsPartner with outsourced IT and staff to ensure proper systems and software are available for staff useTroubleshoot IT issues appropriately either independently or partnering with ITMaintain and administer company cellphones for applicable employeesParking & Facilities ManagementPartner with Human Resources to maintain parking pass recordsAssist with onboarding and offboarding by working with outside vendors to activate and terminate parking passesCoordinate parking logistics with building management and ensure compliance with facility policiesAddress and resolve parking facility-related issues in a timely mannerVehicle & Insurance AdministrationManage insurance policies and documentation for PathForward's vehicle fleetCoordinate renewals, updates, and claims with Director of Finance and COO as needed.Maintain accurate records of vehicle registrations, usage, and compliance requirementsFinancial & Administrative OperationsOversee mail distribution processes, including regular pickup and internal distributionPrepare and deposit checks in accordance with organizational procedures and internal controlsMaintain organized and compliant records for operational and administrative functionsExecutive and Employee SupportSupport COO and CEO as needed with executive-level tasks and projectsSupport preparation and coordination of board and committee materialsAssist with logistics for board meetings, including scheduling, document distribution, and setup, and event managementHandles the planning and logistics for internal events: monthly pizza parties, staff holiday celebrations, staff retreats etcSupports human resources with employee/onboarding-related tasks: anniversary cards, employee badges, new hire photos, workforce directory, phone extension listMaintains accurate records of divvy card transactions and receipts for assigned executivesMonitors 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 executivesQualifications4–6+ years of experience in operations, office management, or administrative management rolesDemonstrated experience managing budgets and making cost-conscious purchasing decisionsStrong organizational and project management skills with exceptional attention to detailAbility to work independently, prioritize competing demands, and exercise sound judgmentExperience coordinating with vendors and managing external partnerships (IT, facilities, insurance, etc.)Proficiency in Microsoft Office (Word, Excel, Outlook); comfort with systems and tracking toolsPreferred QualificationsExperience in a nonprofit or human services environmentExperience in internal office operationsExperience with meeting and event logisticsExperience supporting executive leadership or board operationsDemonstrates 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 CompetenciesOwnership & Accountability: Takes full responsibility for operational functions and follows through on outcomesOperational Thinking: Identifies inefficiencies and implements practical, scalable solutionsFinancial Stewardship: Manages budget responsibly with attention to cost and valueCommunication & Coordination: Effectively manages relationships across internal teams and external vendorsProblem Solving: Anticipates needs and resolves issues proactivelyWork EnvironmentThis 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 basisSubject to work in a variety of weather conditions.