Business Operations Manager

Veggielution•San Jose, CA

10h•Hybrid

About The Position

Veggielution is hiring a collaborative Business Operations Manager to bridge administration, programmatic, facility and grant management workflows. Reporting to the Executive Director, the Business Operations Manager serves as the Executive Director's primary operational owner, ensuring that organizational systems, finance and grant administration, human resources, compliance, and administrative operations function efficiently and effectively in support of Veggielution's mission. This position is ideal for a detail-oriented, proactive manager who streamlines processes, manages resources efficiently, and bridges gaps to enhance productivity. They combine strong administrative expertise with fostering a collaborative, organized environment while driving process improvement and supporting team development. They are self-motivated, flexible, adept at managing change, and driven by Veggielution’s mission.

Requirements

Deep passion and commitment to advancing racial, economic and social justice in immigrant, working class and multi-generational communities
Excited and committed to working in a nonprofit, place-based organization
Experience in a fast-paced, entrepreneurial environment
High tolerance for ambiguity, changing work priorities and deadlines, and a willingness to take on responsibilities and prioritize work on multiple projects
Team-player attitude and strong customer-service orientation
Demonstrated experience in finance and grants management for non-profits or small organizations
Demonstrated experience supervising, mentoring, or coaching staff with a collaborative and supportive leadership style
Experience managing projects and coordinating work across multiple departments and stakeholders.
Ability to prioritize work, delegate responsibilities, and develop efficient administrative systems
Ability to treat sensitive issues with respect and empathy and maintain strict confidentiality
Excellent interpersonal, organizational, verbal and written communication skills
Proficiency in Microsoft Office and Google Workspace
Familiarity with or willingness to learn: Grasshopper, Asana, Slack, Sage Intacct, Gusto, Bill.com, Ease, Docusign, Canva, Jotform
Self-motivated, independent worker with strong work ethic
Minimum 3 years related administrative/operations experience
At least one year’s basic bookkeeping experience; three years’ bookkeeping experience preferred
Background check required

Nice To Haves

Bilingual/biliterate Spanish-English or Vietnamese-English preferred but not required

Responsibilities

Oversees the day-to-day relationship with the organization's outsourced accounting service, serving as the primary point of contact for routine financial operations and communications
Coordinates accounts payable and accounts receivable processes with the accounting consultant, ensuring timely approvals, accurate coding, and efficient processing
Supports banking, budgeting, and cash management activities, including preparing and processing bank deposits, reconciling organizational credit card expenses, and coordinating supporting documentation
Maintains financial records and supporting documentation, including grant agreements, restricted funding records, financial policies, contracts, and other documentation necessary for organizational compliance, grant reporting, and audits
Coordinates annual federal, state, and local compliance filings in partnership with the accounting consultant and Executive Director to maintain the organization's good standing
Supports the annual audit process by managing timelines, documentation, auditor requests, and preparing materials with the accounting consultant and Executive Director
Serves as the central liaison between staff and the accounting service provider, facilitating communication on accounting procedures, financial workflows, AP/AR processes, expense coding, approvals, reporting requests, and process improvements
Coordinates with the Executive Director, Senior Program Director, and accounting consultant to maintain accurate staff funding allocations across restricted and unrestricted funding sources, ensuring payroll and financial records align with approved budgets
Coordinates grant financial administration by reviewing grant agreements, tracking reporting deadlines, maintaining supporting documentation, preparing reimbursement requests and financial reports, and working with program staff and the accounting consultant to ensure compliance with funder requirements
Serves as the primary operational partner to the Senior Program Director to ensure grant-related expenses are accurately coded each month, supporting timely financial reporting, reimbursement requests, and grant compliance
Manages and maintains the organization's staff salary allocation schedule across restricted grants and unrestricted funding sources, recommending updates as staffing or funding changes occur, with oversight and final approval from the Executive Director
Coordinates grant-related accounting activities with the accounting consultant, including personnel allocations, expense coding, general ledger support, supporting documentation, and resolution of grant-related financial questions
Provides logistical support for the organization's annual fundraising event and other development operations as assigned
Directly supervises and manages the Administrative Operations Coordinator, including goal setting and professional development
Manages internal message and communication routing received through various communication platforms, for example: mail, email, voicemail and communication forms
Oversees Admin Ops Coordinator in building and integration of new internal systems, maintaining staff internal landing page, workflow of service providers, and building policies or processes for human resources, accounting, and development and facility work
Oversees the day-to-day relationship with the organization's HR and benefits service providers, serving as the primary point of contact for routine HR operations and staff support
Coordinates annual employee benefits and insurance renewals with brokers and service providers, supporting plan administration, open enrollment, and employee communications
Administers employee onboarding and offboarding processes, maintaining templates, checklists, documentation, and system access to ensure a consistent and compliant experience
Leads organizational onboarding and office orientation for new employees including basic training on office procedures, technology, and organizational policies
Oversees required staff compliance and professional training, including employee handbook acknowledgments, workplace safety, first aid, harassment prevention, and other mandatory trainings
Serves as the liaison between staff and the HR service provider on payroll administration, benefits, leave and accruals, reimbursements, employment documentation, and general HR policies and procedures
Maintains personnel records and HR documentation in accordance with organizational policies and applicable employment regulations