Operations Administrator

Bread of Life Mission’s Operations Administrator (OA) anchors day-to-day administrative support across core business operations. Finance responsibilities include basic bookkeeping in QuickBooks (coding and reconciliations), BILL database and card administration, Paycor database administration, vendor set up and payables processing, including basic payroll functions, and state and city reporting. The role also supports administration through basic payroll and HR functions, and office management tasks.

DUTIES AND RESPONSIBILITIES:

• Uphold, promote, and encourage, in word and deed, desired organizational culture and core values; purposefully seed to establish and maintain a culture that affirms and advances BOLM’s mission statement, vision, and values.

Finance

• Corporate card administration (BILL): issue/terminate cards; maintain user roles and spend controls; ensure receipt capture and coding compliance; monitor transactions; reconcile monthly card statements in coordination with Finance.
• Accounts payable & vendor management: set up and maintain vendors in BILL/QuickBooks; collect W-9s and maintain 1099 designations; enter and route bills for approval; schedule payments; resolve invoice discrepancies with staff and vendors.
• QuickBooks bookkeeping: code entries to the correct GL/class/project; upload annual budgets; perform bank and credit-card reconciliations as needed.
• Expense management
• Ensure tax compliance

Office & General Operations

• Serve as a first point of contact for calls, emails, website inquiries, and visitors; deliver excellent customer service.
• Coordinate daily office operations: mail distribution, supply inventory, and vendor communications (e.g., equipment leases).
• Prepare logistics for monthly all-staff meetings; assist with staff/board retreats and meeting materials.
• Responsible for general office maintenance and oversight including management of office keys.
• Administration of insurance functions, contract review, and files.
• Maintain all files related to company vehicles, maintaining annual insurance and registration up to date.

HR & People Systems Support

• Maintain data integrity in Paycor by creating and updating templates and employee information.
• Manage time sheets ensuring timely entries by staff through notifications and training as needed.
• Process payroll (through Paycor) and benefits administration.
• Maintain HR records and filing systems; help coordinate onboarding/offboarding logistics and documentation.
• Assist with annual HR process logistics (evaluations, open enrollment, surveys, trainings).
• Lead and participate in devotions, prayer, teaching, or Bible study with staff and program participants.
• Special projects as assigned.

CORE COMPETENCIES:

• A solid, mature, and credible Christian witness and lifestyle that exemplifies Christ in character and actions.
• Have a personal relationship with Jesus Christ and be able to share the gospel with others through words and deeds.
• Wise and adept at managing budgets and resources.
• Proficient in QuickBooks Online and Microsoft Office Professional.
• Capable of handling numerous tasks, while meeting deadlines.
• Possess excellent interpersonal skills, verbal, and written communication skills with a professional demeanor.
• Highly ethical, trustworthy, and professional.
• Organized with good analytical and decision-making abilities.
• Able and willing to interact with shelter guests in a compassionate and respectful manner.
• Able to maintain a positive, professional, Christ-like manner with all donors, staff, guests, and volunteers.
• Agrees with and carries out responsibilities in accordance with the Mission’s policies that are included in Bread of Life Mission Directives, Code of Conduct, Statement of Faith, and Mission Statement. Willingly sign a confidentiality agreement.
• Write concisely and organize content clearly; pay strong attention to details and accuracy.

Group Health Insurance – Available to regular employees (EE) who are scheduled and work 35+ hours weekly

• Bread of Life Mission (BOLM) pays 100% of the premium cost for EE to the mapped health plan.
• Spouse and dependent coverage available, paid for by EE, through payroll deduction.
• Health insurance in place first day of the month following 30 days of employment.

Dental

• BOLM pays 100% EE portion of the premium.
• Spouse and dependent coverage available, paid for by EE, through payroll deduction.

Vision

• BOLM pays 100% EE portion of the premium.

403b - Retirement

• EE can begin contribution immediately, upon hire.
• BOLM matches FT employee contribution, up to 3% after six (6) months of employment.

State Disability Insurance (SDI) & Unemployment Insurance (UI)

• State-administered plans, paid for through mandatory EE payroll contribution.
• SDI includes Paid Family Leave (PFL) and Disability Insurance (DI)
• All EEs eligible

Workers Compensation Insurance

• Funded entirely by employer.
• Covers job related injury or illness.

Life Insurance

• Available, paid for by EE, through payroll deduction.

Holidays

• Nine (9) paid holidays per year have been rolled into PTO.
• The offices will be closed on four of these holidays: July 4th, Thanksgiving Day, Christmas Day, and New Year’s Day.

Paid Time Off

• PTO accrues per pay period and includes holidays, vacation, and personal time.

1. 19 days accrued annually, year 1 through the completion of year

• 24 days annually at year 4 through the completion of year 10
• 29 days annually at year 11+

Sick

• Sick time accrues at one hour of paid sick time for every 40 hours worked.
• Sick time may accrue in a non-compensable sick bank up to 200 hours.

Business Passport Card (Orca)/Parking Stall

• Available upon hire, funded entirely by employer.
• Allocated parking space available to employees who can show that public transit would be a hardship or anyone who needs their vehicle to do business activities.

On Going Education

• EE may request assistance for professional development up to $2,000/year.

Free Meals

• Available at designated mealtimes, in the dining room.

• 2+ years of administrative/operations/accounting support experience (nonprofit or similar).
• Comprehensive knowledge of accounting processes.
• Hands-on QuickBooks experience (transaction coding, journal entries, bank/credit-card reconciliations).
• Experience with corporate card programs (BILL or similar) and accounts payable workflows.
• Knowledge of human resources processes a plus.
• Microsoft 365 proficiency – Office, Excel, Outlook.
• Strong attention to detail, organization, and written/verbal communication; ability to manage multiple deadlines.
• Be able and willing to share the Gospel and participate in the ministry activities of Bread of Life.
• Subscribe to Bread of Life Statement of Faith and Qualifications for Employment upon hire and continuously while employed.
• Adhere to the Bread of Life Employee Handbook.