Operations System Lead

Reports To: Finance & Operating Manager

Salary Range: $70K–$90K

Role Overview

The Operations Systems Lead is responsible for ensuring KC3’s internal operations run smoothly, clearly, and sustainably. This role owns the systems, processes, and operational infrastructure that allow staff and leadership to do their best work with minimal friction.

This is a high-trust, high-accountability role with delegated decision-making authority over internal operational systems, including the design, implementation, documentation, and continuous improvement of how work flows across the organization.

The Operations Systems Lead is the primary owner of the systems and processes that govern how KC3 runs day-to-day, working in close partnership with the Finance & Operations Manager, Executive Director, Managing Director, and cross-functional teams. This role is ideal for an experienced operations professional who wants real ownership, strong benefits, and the opportunity to grow into a Director-level role over time.

Core Responsibilities

Organizational Operations & Infrastructure

• Own and manage KC3’s internal operational systems and infrastructure to ensure reliable, efficient day-to-day operations across the organization
• Design, document, and maintain SOPs, workflows, and intake processes that are clear, scalable, and consistently used across teams
• Oversee SharePoint structure, permissions, and file organization, ensuring operational documentation remains current, accessible, and usable
• Manage in-person office logistics, inventory, equipment provisioning, and vendor coordination
• Partner with IT and Finance to support staff access, tools, and software subscriptions
• Serve as the primary escalation point for cross-team operational challenges, troubleshooting, and resolving process-related issues to minimize disruption
• Oversee Expensify expense submissions for all staff
• Perform additional operational tasks as needed to support organizational effectiveness

Governance, Compliance & Risk Management

• Own tracking, maintenance, and timely renewal of organizational certifications and operational compliance requirements
• Maintain centralized records for contracts and operational agreements, coordinating closely with the Executive Assistant to ensure leadership visibility into key deadlines and risks
• Ensure appropriate access controls and operational consistency across W-2 employees and 1099 contractors
• Maintain operational clarity and risk awareness as KC3 grows and evolves

Process Improvement, Automation & Enablement

• Continuously evaluate operational systems and workflows to identify inefficiencies and improvement opportunities
• Use Microsoft 365 tools and AI-enabled solutions (e.g., Copilot, ChatGPT) to improve documentation, onboarding, and overall operational efficiency
• Partner with the Business Intelligence Analyst to define, prioritize, and translate operational processes into automated workflows and reporting systems
• Support staff onboarding into operational systems and processes, in coordination with the People Operations Consultant, to ensure adoption and long-term usability

Strategic Operations Support

• Support the Executive Director, in partnership with the Finance & Operations Manager, by proactively removing operational friction, clarifying systems, and aligning leadership workflows with organizational operations
• Partner with the Executive Assistant to coordinate executive-facing processes, information flow, and operational priorities
• Act as a trusted operational partner to leadership by surfacing risks, resolving blockers, and enabling effective decision-making across the organization

Proposal & RFP Operations

• Serve as the internal lead for coordinating and managing bids, RFPs, RFQs, and other funding or contracting submissions, in partnership with the Executive Director and Managing Director
• Manage the end-to-end RFP process, including intake, timeline development, compliance tracking, document coordination, and submission logistics
• Draft and/or compile operational, organizational, and capacity sections of proposals, coordinating inputs from program, finance, and leadership teams to ensure complete and accurate submissions
• Maintain proposal templates, boilerplate language, and a centralized library of past submissions; track deadlines, requirements, and follow-ups
• Support leadership in reviewing and finalizing proposal content prior to submission
• Note: Proposal support is prioritized based on organizational capacity and active funding strategy; this role does not independently originate bids without leadership direction

Qualifications

• 5+ years of experience in operations management, organizational operations, or a related role
• Demonstrated experience building, documenting, and enforcing systems and processes in a growing or complex organization
• Strong project management, cross-functional coordination, and deadline discipline
• Experience supporting senior leadership with clear operational decision-making authority
• Working fluency in Microsoft 365 tools
• Familiarity with AI tools for productivity and efficiency
• Ability to anticipate needs, exercise judgment, and follow through with minimal oversight
• This role is expected to grow in scope and impact as KC3 scales, with a potential path toward a Director of Operations-type role over time

KC3 offers a comprehensive, people-centered benefits package designed to support your health, financial security, and work-life balance.

Health & Wellness

• 100% company-paid medical, dental, and vision insurance
• $100,000 company-paid life insurance
• Company-paid short-term disability
• Mental health and wellness resources, including Calm App access and company-paid ClassPass credits

Financial Security

• Fully vested 401(k) with a 4% company match
• Gusto Wallet savings with a 1% APY
• Charitable giving with a 10% company match
• Company-paid financial advisor access
• Expensify business card for approved expenses

Time Off & Flexibility

• 2–4 weeks of paid vacation, depending on role
• Paid Winter and Summer office closures (subject to annual approval)
• 14 flexible paid holidays
• Paid sick and safe time
• Paid family leave up to 12 weeks, fully funded by KC3
• Additional paid leave for bereavement, voting, birthdays, jury duty, and military service

Work Setup & Growth

• Company-paid home internet
• Up to $3,500 annually for professional development
• Free Microsoft Office training

KC3 is a fully remote, mission-driven firm with on-the-ground work across NYC, Westchester, Long Island, and New Jersey. We prioritize flexibility, autonomy, and meaningful impact in an equity-centered workplace. We offer a competitive total compensation package that combines salary with fully paid health benefits, generous time off, and long-term financial support.