Operations Manager

Position Title: Operations Manager

Position Location: This is designated as a Remote/Hybrid position based in Brooklyn, NY or DC. This position is expected to work from the Popular Democracy office in Brooklyn or DC two days a week.

Popular Democracy is seeking an Operations Manager to join the Infrastructure Department. This is a full-time, non-exempt position.

About Popular Democracy:

Popular Democracy works to promote equity, opportunity, and a dynamic democracy in partnership with innovative base-building organizations, organizing networks and alliances, and progressive unions across the country. We work with 50 affiliates in 34 states and DC to build the strength and capacity of democratic organizations that envision and advance a pro-worker, pro-immigrant, racial and economic justice agenda. We are a rapidly-expanding, changing organization that partners with organizations across the country to build political power and win tangible victories that improve the lives of low-wage workers, immigrants, and communities of color.

About the Position:

We are seeking an Operations Manager who will be responsible for managing a variety of administrative and operational needs for Popular Democracy. This includes office and facilities management, overseeing the contract review and approval process, providing general administrative support to the Operations team and scheduling support to the COO, and coordinating across teams and departments on relevant areas of work.

It is expected that the Operations Manager will be in the office 2 days a week and will travel to Popular Democracy’s office in DC or NY once a quarter. Additionally, this position may be asked to travel to and attend other in-person meetings and events, including actions and staff and/or team retreats.

We estimate that candidates will have about 6 years of relevant experience, but our review of candidates for this role will focus on whether they can fill the needs of the position, not years of experience.

The Operations Manager will report to the Director of HR Administration and Operations.

Primary Responsibilities:

Under the direction of a supervisor, the Operations Manager will:

• Serve as primary office manager for PD’s DC and NY offices, which includes coordinating with staff and external contacts, and managing projects as related to office use and maintenance.
• Coordinate with internal teams and external groups as necessary on office use, including for special events and meetings, managing operational needs, schedules, and other applicable details.
• Ensure offices are properly stocked with office supplies and consumables.
• Manage the contract administration process in consultation with the Director of HR Admin & Operations, which includes: administering contract management system, coordinating legal & budget review, ensuring contracts meet compliance requirements, and obtaining contract signatures. Also includes running and reviewing reports, identifying bottlenecks, and administering the contract database.
• Provide support in the development, administration, and implementation of organizational systems and policies at Popular Democracy, including employee resources such as training materials and documents, and organizational insurance upkeep.
• Process applicable invoices and expenses.
• Support logistics for events, special convenings, and actions, which may include coordinating zoom tech support, confirming facilitators and interpreters, ordering food, making hotel and restaurant reservations, and coordinating transportation.
• Manage org-wide onboarding duties, including orienting staff to operational processes, systems, and facilities.
• Maintain and update the staff hub and the operations manual.
• Coordinate scheduling for the Chief Operating Officer.

The Ideal Candidate Will Have:

• The ability to adapt to changing priorities and manage competing deadlines and priorities in a fast-paced environment;
• A demonstrated knowledge and understanding of contract management, best practices and software;
• A strong literacy in technology and comfort in learning new systems and software;
• Demonstrated ability to analyze complex situations, identify key issues, and develop effective solutions;
• Experience handling confidential information and a commitment to discretion
• Experience working autonomously and collaboratively across multiple teams and departments;
• Demonstrated ability to communicate effectively with a variety of audiences both verbally and in writing, with a strong attention to detail;
• A demonstrated commitment to social, racial, and economic justice and a deep understanding of challenges facing low-wage workers, immigrant communities, communities of color, disabled people, LGBTQ+ folks, and people at the intersections of the above communities.

Hiring Process:

Candidates should expect to participate in two rounds of group interviews and a job simulation exercise. Final candidates will be asked to provide references.