Operations Manager

SETTLEMENT HOUSING FUND INC•New York, NY

21d•$36 - $38•Onsite

About The Position

The Operations Manager serves as a key operational partner supporting the efficient functioning of Settlement Housing Fund (SHF) across all departments and staff locations. The position is responsible for coordinating and overseeing day-to-day operational activities, facilities management, office administration, technology support coordination, employee onboarding logistics, procurement support, grants and contracts administration support, organizational events coordination, and special projects. Working closely with the Director of Operations and Grants Administration, the Operations Manager helps ensure that organizational systems, facilities, equipment, vendors, and administrative operations effectively support SHF's mission and strategic objectives. The position serves as a cross-functional resource to all departments and may lead operational initiatives and special projects that improve organizational effectiveness and efficiency.

Requirements

Associate's degree required; bachelor’s degree preferred. Equivalent combination of education and relevant experience may be considered.
3-5 years of progressively responsible operations, office management, facilities, administrative, or project coordination experience.
Experience in a nonprofit environment is strongly preferred.
Experience coordinating multiple projects and priorities simultaneously.
Experience working across departments in a fast-paced environment.
Strong organizational and project management skills.
Exceptional attention to detail and follow-through.
Strong interpersonal and relationship-building skills.
Excellent written and verbal communication abilities.
Ability to exercise sound judgment and work independently.
Ability to manage multiple priorities and deadlines.
Strong technology skills, including Microsoft Office Suite and cloud-based systems.
Ability to maintain confidentiality and handle sensitive information appropriately.
Demonstrated customer service orientation.
Notary Public or willingness to become one after hire.
Commitment to SHF's mission and values.

Responsibilities

Provide direct administrative and operational support to the Director of Operations and Grants Administration, including coordination of departmental priorities, meetings, projects, organizational initiatives, and strategic priorities.
Coordinate operational transactions and documentation, including Personnel Approval Forms (PAFs), purchase orders, payment requests, procurement records, vendor agreements, contract renewals, and related administrative processes.
Support procurement, vendor management, and contract administration activities, while helping ensure compliance with organizational procurement, contracting, and operational procedures.
Serve as a cross-functional operational resource to all SHF departments and locations, providing coordination, problem-solving, administrative support, and coverage during vacancies, leaves, or periods of increased workload.
Identify, recommend, and implement improvements to operational processes, workflows, administrative systems, procedures, tools, and best practices to improve organizational efficiency, consistency, and service delivery.
Lead or support cross-functional projects, organizational initiatives, operational improvements, and special assignments as designated.
Oversee office management functions and operational needs across SHF locations, including office space and seating assignments, workspace readiness, conference room coordination, mail and shipping services, office supplies, and related administrative services.
In coordination with the Director of Operations & Grants Administration and with support from department leadership, help ensure SHF office locations maintain a professional, safe, functional, and well-equipped work environment.
Coordinate facilities vendors and service providers and oversee preventative maintenance, repairs, building services, and day-to-day facilities issues, including HVAC, janitorial services, window cleaning, office repairs, copiers, mailing equipment, water coolers, and related systems.
Serve as the primary operational liaison between SHF staff and assigned technology vendors, supporting IT projects, technology initiatives, process improvements, and the resolution of routine technology and equipment issues.
Coordinate employee technology onboarding and offboarding, including workstation setup, technology access, office access, equipment, business cards, and other required materials.
Maintain accurate organizational asset inventories and equipment registers, coordinating the assignment, transfer, recovery, replacement, disposition, and lifecycle management of technology and office equipment.
In partnership with Human Resources and Hiring Managers, coordinate the operational aspects of employee onboarding, offboarding, transfers, and other transitions, ensuring workspaces, equipment, technology access, supplies, and other operational requirements are completed on schedule.
Communicate with hiring managers regarding onboarding requirements, timelines, and operational needs, and conduct office tours, workplace orientations, and facility introductions for new staff.
Co-lead the organization's Events Coordination Committee and coordinate organizational meetings, training, retreats, celebrations, staff events, and other special events.
Collaborate with internal departments and external vendors to plan and successfully execute events, managing timelines, budgets, logistics, and operational requirements.
Perform other duties, special projects, and assignments as required in support of SHF operations and organizational objectives.