Compliance & Operations Manager

South Puget Sound Habitat for Humanity•Olympia, WA

1d•Hybrid

About The Position

The compliance & operations manager ensures South Puget Sound Habitat successfully manages its public grants, maintains strong safety standards, and coordinates key organizational, regulatory, and business requirements. The manager develops, maintains, and improves the systems, processes, and relationships that enable the organization to meet these responsibilities accurately and on time. They work both independently and across teams to gather information, develop and document processes, deliver training, execute reporting, and continuously identify opportunities for improvement. This role is for an order-loving, process-oriented professional who wants to work for a mission-focused organization. The ideal candidate brings strong organizational, collaborative, and judgment skills to manage many different timelines, requirements, and stakeholders successfully, with high standards, transparency, communication, and continuous improvement as key attributes. The role leads with curiosity and is happy to dig into and make sense of new things.

Requirements

Bachelor’s degree or equivalent professional work experience
Five years of relevant, progressively responsible work experience in areas such as grants administration, compliance, operations, safety, finance, business management, or nonprofit administration.
Exceptionally organized with the ability to prioritize for scheduled and unexpected deadlines
Demonstrated aptitude for proactive process development, documentation, training, and implementation
Ability to research, interpret, and apply RCW and other regulatory requirements
Strong relationship-building skills and an ability to work constructively with a variety of people
Excellent written and verbal communication skills
Proficiency with basic math; ability to accurately interpret numbers, budgets, and formulas
Tech-savvy generally, with a strong understanding of spreadsheets and project management applications; an ability to develop, maintain, and improve shared systems for tracking information, deadlines, and workflows; and an ability to adopt and optimize new technologies
Proven ability to handle sensitive and confidential information with discretion
Ability to pass a background and reference check
Commitment to the South Puget Sound Habitat mission and core values

Nice To Haves

Familiarity with any or all: OSHA standards, public grant requirements, Fair Housing, nonprofit operations
Understanding and abilities in project management practices
Proficiency in CRM platforms and developing data and process standards

Responsibilities

Create real-time multi-user contract/compliance/fund tracking and task system to manage on-time, fully compliant contracts, reimbursements, and reporting; maintain schedule of milestones for organization-wide use.
Build two-way communication relationships with all grant officers, relevant managers, and associated contractors; proactively communicate needs and statuses.
Take all awards to executed contracts without avoidable process delays and in sufficient time for related projects.
Develop and document, in coordination with directors, team-wide and team-specific business rules and protocols for built-in, ongoing compliance for current and expected awards; add to or create relevant agency policies as needed.
Work closely with admin team to track fund balances and reimbursement schedules; develop draw strategies based on grant requirements, funding stack composition, and organizational production goals.
Record grant-related invoices and coding in financial systems, prepare reimbursement packages, and maintain cadence of regular and transparent submissions.
Complete and submit all contract reporting (financial and programmatic) in coordination with appropriate team members.
Coordinate all grant closeout needs, including any required audits.
Manage accurate, complete, and standardized internal grant files.
Develop or improve safety, security, and emergency policies and procedures for identified functional areas (e.g. build sites, repair sites, stores, driving, volunteers, cyber, etc.).
Create ongoing training schedule and deliver team and individual training as appropriate.
Create a certification maintenance schedule and work with identified team members to stay in compliance.
Act as point-person for coordinating safety-related incidents, questions, or concerns to resolution.
Maintain appropriate documentation of safety-related incidents and near misses and use lessons learned to strengthen safety practices.
Research and file on-time, fully compliant registrations, renewals, and certifications associated with our organizational well-being (e.g. state reporting, business licenses, registrations, exemption requests, training certificates, etc.).
Manage all reporting requirements (e.g. HFHI, loans, etc.) by working with appropriate team members to research, assemble, and submit accurate reports on time.
Ensure insurance policies adequately cover agency activities at all times; evaluate brokers and execute annual renewal; adjust coverage as needed for third-party and project needs; coordinate any claims.
Create and manage sharable tracking and task system to manage activities associated with recurring and one-time requirements.
Support all home closings with process, reporting, recordkeeping, and file management, communicating across parties as needed.
Complete other relevant projects as assigned (e.g. policy development, troubleshooting, etc.).
Maintain a “team first” outlook, supporting the success of the team and the mission in attitude, ideas, and actions; lead by example and with active, creative input for growing and improving the organization.
Meet and endorse organization standards for record keeping and information sharing.
Contribute to organization events, helping as necessary with set up/take down, management, networking, various tasks, etc.
Participate in intentional learning efforts, including events relating to understanding institutional racism and building cultural competency.