Operations Manager

Reports To: Vice President of Finance & Operations

FLSA Code: Exempt

Organizational Size: 25–35 staff

The Operations Manager plays a critical role in ensuring the efficient, effective, and compliant day-to-day operations of the organization and is key support staff to the VP of Finance and Operations. This role is deeply hands-on, managing compliance, process documentation, HR operations, reporting, and administrative systems in a nonprofit environment. The Operations Manager ensures that details are handled, deadlines are met, and clear systems are in place so programs and staff can function effectively.

Responsibilities Include:

Operations Management

• Manage and administer daily operations
• Oversee office operations, supplies, mail, and facility vendors
• Manage and respond to federal, state, local, or business inquiries
• Maintain compliance calendar (filings, renewals, reporting deadlines)
• Support VP of Finance and Operations in insurance renewals and documentation, primarily by tracking renewal timelines and coordinating documentation gathering
• Coordinate charitable exemptions, state registrations, permitting, and compliance with oversight from the VP of Finance and Operations
• Maintain COI records and track compliance needs
• Support Contractor administration, including tracking timelines, vendor list, onboarding and offboarding, etc.

Financial & Administrative Coordination

• Support budget tracking for Operations expenses
• Coordinate expense policy adherence and documentation
• Assist with audit preparation by gathering non-accounting documentation
• Support grant compliance documentation collection (operational components)
• Manage corporate filings and annual registrations (as delegated)

People Operations Administration

• Manage and administer human resources daily operations
• Coordinate job postings and general hiring process with Supervisors
• Manage and execute onboarding and offboarding logistics (background checks, I-9, benefits enrollment/term, payroll setup, access provisioning/removal, scheduling support, etc.)
• Maintain personnel files and HRIS records
• Administer benefits enrollment and changes
• Coordinate workers compensation, unemployment claims, and compliance filings
• Support payroll preparation in partnership with Finance Director; update state tax rates in the HRIS to ensure compliance
• Collaborate with the Deputy Director to ensure HR policies are documented, up-to-date, and acknowledged
• Support the VP of Finance and Operations with logistics for required staff trainings
• Support the Deputy Director with performance review logistics and administration
• Manage contractor compliance tracking (W-9s, insurance certificates, agreements)

Process Documentation & Improvement

• Ensure efficient workflows and a culture of continuous improvement
• Document operational workflows and SOPs
• Maintain centralized policy and operations manual
• Ensure version control and staff accessibility

Qualifications

• Commitment to AAC’s values and purpose. Experience in outdoor, environmental, or recreation sectors is preferred but not required.
• 4+ years experience in nonprofit operations, HR administration, or organizational management
• Strong working knowledge of HR compliance and employment law basics
• Experience managing vendors, contracts, and compliance tracking
• Exceptional organizational and documentation skills
• Ability to build workflow systems and ensure follow-through
• Strong cross-functional communication skills
• Comfortable operating in a 25–35 person growth-stage nonprofit
• Experience with HRIS (preferably BambooHR), Google Suite, Salesforce, Asana, and Excel

Environment

95% Desk work – Typical office work on a computer utilizing G Suite, Slack, Zoom, and other computer-based programs.

5% Physical work – This position occasionally supports lifting (up to 30lbs) and bending, including assisting with the receipt and distribution of inventory, mail, and other materials.

The AAC currently offers a comprehensive benefits package including employer-paid medical (with reproductive and gender-affirming care), HSA, dental, vision, life, AD&D insurance, short- and long-term disability insurance, a wellness program, a matching 401k retirement plan, flexible work scheduling, pro deals, generous paid time off, and bonding leave. Benefits are reviewed annually and changed as needed. Team members are notified when any changes to benefits occur.