Business Manager of Operations (Non-Profit) - Manhattan

AHRC NYC•New York, NY

8d•$60,000 - $70,000•Hybrid

About The Position

AHRC NYC is seeking a Business Manager of Operations for their Real Property division. This role involves performing a wide variety of operational activities, overseeing Help Desk tasks, managing financial and budget tasks, reviewing and maintaining contracts, coordinating vendors, facilitating process updates, and preparing various reports and documentation. The position requires strong organizational, coordination, and communication skills, with the ability to manage multiple tasks and work under pressure.

Requirements

H.S. Diploma or G.E.D. plus 5 years of related work experience, AA or BA degree plus 2-3 years of related work experience, or an equivalent combination of education and experience.
Intermediate Microsoft application skills, especially in use and maintenance of Excel spreadsheet functions.
Must demonstrate the ability to learn and use agency-specific computer databases (e.g., Workplace, Great Plains, CMHC).
Must exhibit excellent organizational and coordination skills and the ability to manage multiple tasks simultaneously, while exercising independent judgment and problem-solving abilities.
Excellent interpersonal and communication skills are required.
Must be able to communicate effectively and tactfully in both verbal and written form.
Must be able to establish and maintain effective working relationships with those contacted in the performance of required duties.
Must have the ability to work under pressure and handle completing priorities.
Must have good writing skills and the ability to compose and edit correspondence, such as memoranda, emails, and letters.

Nice To Haves

Experience interacting with senior management, staff, individuals with intellectual and developmental disabilities and their families preferred.

Responsibilities

Compile, record, and verify data related to department, programs, attendance, personnel and/or payroll records and prepare and update reports and spreadsheets.
Oversee Help Desk tasks and assignments to ensure workforce is receiving appropriate assistance from Real Property staff.
Maintain monthly and annual matrix of financial and budget tasks; prepare and process invoices in Workplace; reconcile invoices; and prepare financial and administrative reports. Monitor annual operating budgets and expense controls.
Ensure financial, statistical, and billing information is compiled and submitted in timely fashion.
Review maintenance contracts, new contracts, renewals, amendments, terminations, etc. Work with vendors to obtain and review required documents to ensure they meet requirements, put together contract packets, and see through to execution.
Maintain relationships with vendors for matters concerning maintenance contracts.
Maintain records for correspondence and documentation in relation to established contracts and those in progress.
Coordination of vendors and maintenance contracts yearly bid package, including vendor calendar of required inspections.
Facilitate the updating of established processes for preventive maintenance, maintain matrix of facilities upkeep and improvement, and report on technology integration.
Develop monthly matrix to record invoices for maintenance to match with FMX ticket numbers and work performed. Record and update fire alarm, sprinkler inspection and vendor lists.
Develop monthly matrix to track open projects and fleet vehicles and drivers (maintenance, inspections, EZ Pass, violations/tickets).
Prepare and distribute weekly operational meeting minutes, update weekly support activities; draft correspondence, create forms and spreadsheets; schedule life safety monthly inspections; maintain Preventive Maintenance calendar; organize and maintain paper and electronic files; and respond to information requests (including from DOB and FDNY).
Conduct additional duties as needed.