Resource Management Specialist

Position Overview:

The Resource Management Specialist ensures the smooth, efficient, and policy-compliant running of daily business operations. The candidate will provide operational backstopping services and play a critical role in maintaining organizational efficiency and facilitating seamless departmental collaboration to meet the organization’s objectives.

The demands of the role require the selected candidate to work on and coordinate several projects at once with a variety of staff to meet deadlines. Therefore, excellent communication, organizational, and interpersonal skills will be necessary to succeed in this position.

This is a 30-hour, hybrid (considered full-time) position with benefits.

Key Responsibilities:

• • Oversee financial reconciliation activities, daily accounting and AR/AP tasks, checks receipt, and maintain gift card records.
  • Manage internal and external relationships: respond to organization’s email and voicemail daily, and maintain open communication channels with staff and leadership.
  • Coordinate with vendors and suppliers, negotiate pricing, maintain inventory in the office, and ensure common spaces are clearly organized, neat and clean.
  • Liaise with other departments to orchestrate seasonal events (e.g. Back-to-School, Boo in a Box, Holiday Wish List, and Play Kits)
  • Audit: Maintain organized records, up-to-date operational trackers (MOUs, insurance contracts, staff contact list, etc.), prepare necessary documentation, assist in the coordination of audit processes, and ensure adherence to internal controls, compliance standards and deadlines.
  • Act as the Project Lead for new office/site expansions, taking the lead with operational and logistical management between Playtime leadership and external partners. We expect a new program and office expansion to take place in mid-2026 that this role would take the lead on.
  • Facilitate onboarding for new employees, including HR packets, account setup, and orientation, managing the check-list of requirements such as background checks to ensure organizational compliance, and clear communication with new staff and their supervisor.
  • Organize office/board meeting invitations and logistics, surveys, and employee engagement activities. Ensure meeting minutes are completed and filed promptly.
  • Support logistics including mail collection, corporate email/phone, tech and other equipment, shipments, and inventory. Monitor and replenish stock and supplies.
  • Identify and resolve operational bottlenecks; escalate unresolved issues to leadership in a timely manner to ensure swift and efficient resolution.
  • Secure physical assets and confidential documents; adhere to retention and destruction policies. Track property checked out to staff and oversee departing staff returning property promptly and tech credentials revoked to ensure organizational security.
  • Liaise with facilities management and communicate building updates to staff.
  • Direct and supervise seasonal interns or volunteers in the office to ensure efficient project planning, execution, and completion.

Essential Skills & Qualifications:

• • Bachelor’s degree with a minimum 3 – 5 years of professional experience (additional experience may substitute academic requirement). Desirable work background in project management, finance, accounting, operations, inventory management, and/or human resources.
  • Excellent verbal, listening and written communication skills.
  • Strong attention to detail, problem-solving and numeracy skills.
  • Proactive and able to work independently and effectively as part of a team.
  • Ability to work independently and collaboratively; manage multiple tasks and solve problems using own initiative.
  • Proficiency in Microsoft Office, SharePoint, QuickBooks, and other business software.
  • Maintain and safeguard confidential and sensitive documents and information.
  • Adaptability to dynamic work environments and changing operational needs.
  • Training in reporting, data analysis, spreadsheets, or presentation software is a plus.
  • Reliable vehicle transportation for travel between DC and MD site locations.

Work Schedule:

• • 30 hours per week, with possibility to 40 hours next year
  • Monday to Thursday: 9:00 am – 3:30 pm
  • Friday: 9:00 am–1:00 pm
  • Occasional flexibility required for afternoon/evening program activities or donor drop-offs.
  • Hybrid schedule with on-site presence expected about three times per week (Tuesday, Thursday + Monday or Wednesday).

Benefits:

This position is classified as full-time, non-exempt. You will be eligible for the following benefits:

• Fully paid healthcare plan (medical, dental and vision)
• Short- and long-term disability insurance
• 401K retirement plan with 3% employer contribution (after 6 months of employment)
• 13 paid holidays prorated to 30 hour/week and end-of-year week-long paid holiday
• Generous PTO including vacation, sick, birthday, mental wellness, and summer flex leave

Benefits:

This position is 30 hours per week, classified as full-time, non-exempt. You will be eligible for the following benefits:

• Fully paid healthcare plan (medical, dental and vision)
• Short- and long-term disability insurance
• 401K retirement plan with 3% employer contribution (after 6 months of employment)
• 13 paid holidays and end-of-year week-long paid holiday
• Generous PTO including vacation, sick, birthday, mental wellness, and summer flex leave