Operations Manager

Transportation Choices Coalition seeks an Operations Manager to run the internal operations of our organization. The Operations Manager works closely with the team to develop and implement financial protocols, assess internal systems, and manage office operations. Responsibilities range from administrative tasks such as scheduling, filing, and ordering materials to organizational operations work, including income and expense tracking, troubleshooting technology, and streamlining organizational protocols and processes. We are looking for someone passionate about supporting a mission-driven organization and skilled in process development and management.

This is a fast-paced job that requires the ability to time-manage toward deadlines, switch tasks frequently, and be detail-oriented. As part of a small and mighty team, they will assist in other cross-functional work, including events and fundraising administration. The Operations Manager reports to the Deputy Director, and works closely with contractors such as TCC’s accountant and IT professional.

Key Responsibilities Administration & HR Support (25%)

Set up and track employee onboarding and offboarding processes.

Manage payroll and tracking staff hours, functional annual allocations, PTO, and lobbying; file necessary compliance reports

Participate in updates to the operations handbook and financial protocols

Provide administrative support to the Executive Director as needed, including scheduling Board of Directors meetings and taking notes and minutes.

Manage records retention and maintenance of electronic documents in the TCC shared drive

Monitor organizational emails, direct incoming emails to appropriate staff, and manage responses as needed.

Financial Management (25%)

Work with staff and the bookkeeper to manage accounts payable, including timely approval, payment, and coding of all bills, invoices, and reimbursements

Oversee accounts receivable, including tracking incoming payments for membership, grants, contract agreements, and contract compliance. Generate invoices and track transactions to completion.

Ensure compliance of financial transactions in accordance with the organization’s financial protocols. Coordinate with TCC internal staff, auditor, and accountant to ensure timely receipt of financial documents to support the annual financial review and tax filing processes.

Fundraising and Event Operations (20%)

Assist with event logistics, including financial transactions, technology, and on-site event support such as tabling and setup.

Conduct monthly data entry, including for newsletter sign-up and donor management database, Little Green Light.

Generate regular reports for development to support data entry oversight

Provide coordination and financial data to support development activities

Pull reports, including importing new supporter lists and downloading segmented lists

Perform regular donor database maintenance, including de-duping and updating supporter information. Support the Associate Director of Development in developing and updating database maintenance processes and systems.

Office Management & Tech Support (20%)

Oversee ordering and track inventory and maintenance needs for all necessary equipment, software, and supplies

Serve as primary contact with Unico Properties building management staff for repairs, maintenance, and disaster preparedness

Coordinate with IT consultant on all IT requests and tech support needs

Provide tech support, including Zoom, Slack, and Monday.com, and basic website maintenance; troubleshoot printer and other tech needs; and coordinate with IT contractor on complex issues

Internal Planning (10%)

Plan in-house or off-site activities, including Board and staff retreats and celebrations

Plans staff activities, including overseeing food budget and purchases

Participate in team check-ins, weekly staff meetings, and planning and support for TCC events

Pursue professional development opportunities that advance skills for the role

Produce an annual work plan with metrics tied to overall organizational goals

Competitive benefits package including fully paid medical, dental, and vision insurance, 3% retirement matching with complete and immediate vesting, vacation/sick policy starting at four weeks, 8 set and 3 floating holidays, $1,500 annually in professional development funding, cell phone reimbursement, and a yearly transit pass. We are a flexible workplace and place a high priority on the health and well-being of our staff.