Operations Manager

Job title: Operations Manager

Reports to: Artistic Director, Finance Director

Status: W-2 hourly employee

Time: 15-20 hours/week

Anticipated Start Date: September 23, 2025

Job Purpose

The Operations Manager provides administrative support to the organization and ensures that all programs run effectively.

Qualifications

• Minimum 2 years as an office manager or operations manager required
• Minimum 2 years experience in bookkeeping
• Strong written and oral communication skills; good listener
• Strong interpersonal/customer service skills
• Highly organized, efficient worker with attention to detail and willingness to ask questions
• Demonstrated fast learner
• Strong organizational and prioritization skills; ability to manage and meet deadlines with minimal supervision
• Experience in data collection
• Comfortable working independently and collaboratively as part of a team
• Demonstrated flexibility in dealing with unpredictable pressures and a variable flow of work activity with a small administrative staff
• Demonstrated commitment to diversity and inclusion
• Ability to interact with diverse community of artists, production crew members, administrative staff, educators, funders, and organizational partners
• Knowledge of the Bay Area artistic community and Bayview Hunters Point community, and/or a willingness to learn and preserve its cultural identity strongly desired
• Comfortable using and trouble-shooting office equipment including printers, scanners, etc.
• Proficient with Microsoft Office programs, Google Suite, Zoom, social media platforms (Instagram, Facebook), and cloud-based record-management systems (Google Drive, Dropbox)
• Experience in arts administration and/or interest in dance is preferred
• Pass a fingerprint background check

Essential Duties and Responsibilities

Bookkeeping

• Records all financial transactions in QuickBooks.
• Maintains organized copies of all records in Google Drive.
• Prepares checks/submits Zelle payments for approved accounts payable.
• Records receipts of all money received.
• Completes banking transactions.
• Reconciles bank accounts monthly with the Finance Director.
• Timely submission of financial reports/invoices for reimbursement-based grants with monthly/annual invoicing requirements.
• Ensures record-keeping and legal compliance with government funders and nonprofit regulatory oversight.
• Sends thank you notes to donors.

Human Resources

• Onboarding of new employees, contracts for independent contractors.
• Works with payroll company to ensure prompt and accurate processing of payroll.
• Compiles 1099 tax information annually with Finance Director.

Insurance

• Prepares annual insurance renewals including workers’ compensation.
• Maintains updated certificates of insurance for funders and partners.

Administrative Support

• Sends out approved mass emails and mailings to promote Zaccho events.
• Updates email lists.
• Supports Artistic Director, Board of Directors, and Zaccho Staff as needed by providing information in a timely manner.
• Data entry including attendance reporting, demographics.

Office Management

• Answers telephone, checks voicemail, emails, mailbox, and distributes incoming messages to departments as needed.
• Stocks office and studio supplies as needed.
• Assists Studio Manager with studio maintenance including ensuring sufficient water delivery, stocking maintenance supplies as needed, and weekly garbage removal.
• Collects incoming mail and sends outgoing mail at the post office as needed.

Other Duties and Responsibilities

• Performance and event production support as needed.
• Takes minutes at weekly staff meetings.
• Attends occasional Board meetings and takes minutes.
• Assist Staff in different projects as needed. Tasks may include research, writing correspondence, procuring and organizing materials for various activities, etc.

Physical Requirements

With or without reasonable accommodation(s), the essential functions of this position require certain physical and mental abilities. These abilities include, but are not limited to: sitting, standing, climbing a ladder, walking, bending, stooping, pushing, pulling, lifting (up to 35 lbs.), typing, writing (in English), reading (English), speaking (English), seeing, hearing, basic mathematical calculations, problem solving, reasoning, composition, and decision-making.

All of the qualifications and responsibilities outlined above are essential job functions, individuals may be required to perform other duties, subject to reasonable accommodation.

Working Conditions

• Exempt W2 employee position for 15- 20 hours per week
• Currently living in the Bay Area or willing to relocate
• This is a hybrid position: flexible hours, split time between the Zaccho Studio and working remotely; on-site work required three days per week
• Occasional evening and weekend hours are required

Anticipated Start Date: Applications accepted until the position is filled. Start date is flexible, but preference will be given to candidates available to begin September 23, 2025.