Operations Manager

IMPORTANT NOTE: We don't use AI to sort through applications. We will actually read what you submit — so please take a couple minutes to read this listing, then write a brief and authentic statement of interest that helps us understand what makes you tick and why you think this role is a good fit for you.

POSITION OVERVIEW

We’re looking for a detail-oriented, super-organized Operations Manager to facilitate ASAP’s day-to-day operations, human resources processes, and bookkeeping. This role keeps the wheels turning for a fast-paced, mission-driven team. If you’re someone who thrives in the details and geeks out on efficiency, keep reading.

KEY RESPONSIBILITIES

Bookkeeping & Financial Administration

• Support accounts payable and receivable functions, ensuring timely and accurate financial transactions.
• Assist with monthly financial reconciliations and maintain records for expense reports, reimbursements, and credit card usage.
• Ensure appropriate allocations for restricted grant funds.
• Coordinate with external accountants as needed for audit preparations.

Human Resources & Benefits Administration

• Run payroll and administer employee benefits, including enrollment, changes, and answering employee questions.
• Assist with employee onboarding and offboarding, maintaining comprehensive and confidential personnel records.
• Facilitate the recruitment process, including posting job descriptions, coordinating interviews, and communicating with candidates.

State and Federal Compliance

• With support from outside experts, you’ll be our compliance whiz, making sure we meet all state and federal reporting requirements, including charitable registrations and insurance filings.
• Track and manage key compliance deadlines and work with external partners as needed (e.g., accountant, legal counsel, etc.).

Executive Assistance

• Support the CEO in tracking and executing strategic initiatives, projects, and organizational priorities.
• Coordinate logistics for board meetings and retreats. Assist in preparing materials for board meetings, take meeting minutes, and follow up on action items.
• Plan and coordinate travel arrangements, accommodations, and other logistics for the CEO’s business travel.
• Assist with organizing special events, including fundraising events, community outreach, and staff activities.

QUALIFICATIONS

You'll love this role if:

• You're delighted by a tidy spreadsheet and an organized calendar.
• You get energized by finding efficiencies and building automations.
• Your written communication style is friendly, quick, and concise.
• You know how to handle sensitive and confidential info with grace and professionalism.

It'd be great if you have:

• 2-5 years of experience in HR, nonprofit operations, or a similar administrative role
• Proficiency in payroll software and HR platforms (e.g., Rippling).
• Proficiency in Google Workspace (Gmail, Drive, Docs, Sheets, etc.), Slack, and Salesforce
• Experience working in a nonprofit organization, particularly in a small or growing team.
• Familiarity with nonprofit compliance requirements at the state and federal level.
• Experience supporting C-suite or executive-level leaders.