Operations Manager

MFOL is hiring an Operations Manager to support the organization’s day-to-day operations, vendor coordination, and internal systems. This position will serve MFOL leadership in a confidential capacity and will be the key internal point of contact for finance, HR, and administrative vendors, while managing key administrative processes internally to ensure smooth organizational functioning.

This is a highly detail-oriented, confidential role that requires strong organizational skills, comfort managing administrative systems, and the ability to keep multiple processes moving across a small, fast-paced team. The Operations Manager will partner closely with the Executive Director and external operations vendors to maintain strong compliance, timely processing of financial and HR tasks, and support efficient internal operations. This role will be critical to MFOL’s success and includes substantial opportunities for professional growth.

Key Responsibilities

Organizational Operations & Internal Systems

• Oversee day-to-day internal operations to ensure smooth coordination across staff, consultants, and projects
• Build and manage internal workflows, project management systems, calendars, and planning processes to keep teams aligned and deadlines on track
• Serve as the internal point person for MFOL’s technology systems (Google Workspace, Slack, CRM, project management tools, file storage), including troubleshooting, access management, security, and system maintenance
• Identify operational gaps and propose process improvements to strengthen internal efficiency, coordination, and data integrity
• Maintain and update organizational policies, handbooks, and protocols, and coordinate staff trainings and onboarding related to internal systems and norms

Finance, Accounts Payable & Administrative Coordination

• Code and submit invoices, reimbursements, and vendor payments to external finance vendors for processing, ensuring proper documentation and approval trails
• Serve as internal liaison to external accountants, HR/payroll providers, compliance vendors, and finance consultants
• Support the development and monitoring of budgets, grant reports, and audits in coordination with the Executive Director, development staff, and external finance team
• Track financial documentation, reporting schedules, and grant-related compliance in partnership with external vendors

Vendor, Contractor, & Compliance Management

• Maintain master records of all vendor contracts, scopes of work, payment schedules, and service agreements
• Manage onboarding, contracts, invoicing, renewals, and offboarding for contractors, vendors, and consultants
• Track organizational compliance requirements across MFOL’s 501(c)(3) and 501(c)(4), including charitable registrations, insurance, risk management, and required filings in partnership with external compliance vendors

Executive & Board Support

• Serve in a confidential capacity as a key operational partner to the Executive Director, providing high-level internal coordination, administrative support, and cross-functional execution on sensitive organizational matters and strategic decision-making and implementation, including employment and labor relations.
• Manage scheduling, materials preparation, and logistics for board meetings, governance processes, and committee meetings—including handling confidential information related to staffing, legal, labor relations, and strategic decision-making
• Maintain secure and up-to-date board records, governance documentation, calendars, and organizational files
• Partner with the Executive Director and legal counsel to ensure strong nonprofit governance practices, compliance, and discreet handling of privileged information

Staff Support & Team Culture

• Support staff onboarding, offboarding, and HR-related processes in coordination with HR/payroll vendors, including documentation of compensation and benefits
• Handle and work with confidential labor relations and personnel information, and support the implementation of internal policies, staff transitions, and organizational structure changes in coordination with leadership
• Monitor staff capacity, workflows, and internal team norms to promote a healthy, collaborative, and accountable team culture
• Help coordinate internal trainings, staff meetings, and organizational development opportunities

Office & Onsite Management

• Manage the day-to-day needs of MFOL’s physical office space, including supplies, equipment, mail, deliveries, and facilities coordination
• Serve as primary point of contact for building management, vendors, and maintenance requests
• Coordinate onsite logistics for staff meetings, board meetings, and special events held at the office
• Maintain inventory of office supplies, technology, and shared resources to ensure smooth daily operations
• Support staff with onsite technology troubleshooting or coordination with IT vendors as needed
• Manage organizational recordkeeping, file storage, and secure handling of sensitive physical documents

Qualifications

• 2+ years of experience in nonprofit operations, finance, HR, compliance, and/or organizational management
• Experience managing nonprofit financial systems, budgets, and vendor relationships—or demonstrated willingness to learn and manage fiscal processes
• Highly organized, process-oriented, and able to develop and implement internal systems that strengthen teams
• Tech-savvy, with comfort managing digital platforms and tools that support small, nimble organizations
• Excellent problem-solving and project management skills, with strong attention to detail
• Ability to serve leadership in a confidential capacity and handle sensitive information with discretion and sound judgment
• Comfort operating in a fast-paced, entrepreneurial environment where flexibility and adaptability are critical
• Deep alignment with MFOL’s mission and belief in the power of young people to lead social change