Description

Company Overview

Wesley Housing is a nonprofit community housing developer whose mission is to develop, own, operate, preserve, and maintain affordable housing and sustain quality communities for low- and moderate-income families and individuals across the Washington, D.C. region. The heart and soul of Wesley Housing’s mission lies in our commitment to combine affordable housing with?family programs and supportive services?to foster positive development and self-sufficiency for all adults, children, and families. Wesley Housing’s main office is in Alexandria, VA (Fairfax County).?Our apartment communities are located throughout the Washington, D.C. metro region.

To apply, please visit our careers website at https://wesleyhousing.org/about-us/careers/. Click on Open Positions. Select this job title. Then click the Apply button to submit your application. 

Job Summary

The Operations Manager role is a muti-faceted hands-on role that requires the ability to easily shift from focused screen-work to customer/client engagement to in-office problem solving and meeting setup, sometimes all in the same few hours. This manager oversees a contracted IT managed service provider (MSP) and makes technical decisions for our main office and managed properties across the region. The incumbent will also manage other day-to-day operations of Wesley’s main office, including vendors, contracts, and supplies. Additionally, the Operations Manager will provide crucial administrative support to the President/CEO, including in matters concerning the Board of Directors. This role further extends to supporting special cross-functional projects and events as needed.

The ideal candidate for this position excels in organization, prioritizes customer service, remains composed under pressure, handles confidential information discreetly, and effectively manages multiple ongoing tasks. Additionally, the preferred candidate possesses a solid grasp of IT best practices and a background in communicating and overseeing IT processes and policies. This leader enjoys troubleshooting and fosters a positive atmosphere for the main office and the broader organization.

Essential Functions: 

Technical Support (60% of time spent) 

• Liaises with contracted managed service provider (MSP) to provide technical support to Wesley Housing employee end-users (troubleshoot a wide variety of technology issues in-person and remote; provide SharePoint technical support; onboard and provision new users)
• Provides support and guidance to end-users on the use of IT systems and applications, resolving technical issues and answering questions, as needed
• Oversees the coordination of network deployments at our various properties and manage the renewal process for licensing agreements, such as those for SonicFirewall
• Maintains documentation of IT systems, processes, and procedures, ensuring accessibility and accuracy for future reference; communicate technology systems policies and system changes to end users
• Coordinates with human resources and the MSP to maintain shared office contacts in Outlook 
• Prepares for new employees by coordinating network access, email, and setup of equipment such as company laptop or desktop and sign-on to the office printer
• Assists with smooth transition of exiting employees by coordinating termination of network access, email, and collection of company property, as well as any facility changes such as office moves or lock changes
• Provides basic technical support of multimedia and web conferencing systems at the main office
• General phone system administration (minor system management such as unlocking voicemail boxes, reset passwords, review user configuration)
• Participates in deployment and support of new technology services and workflows
• Maintains enterprise-wide computer hardware inventory
• Collaborates cross-departmentally on procuring and installing new computer hardware for new properties
• Coordinates annual cybersecurity training for all end users 

Office Management (30% of time spent) 

• Ensures that all main office operations and procedures are well organized, efficient and well-communicated to all employees
• Coordinates and maintains overall main office systems including IT, phones, copiers, supplies, postage, building systems and vendors
• Coordinates semi-annually with property management and human resources on the ordering and distribution of property staff uniforms and monthly, on the issuance of jackets for new maintenance employees.
• Coordinates office equipment and facilities maintenance for the main office; coordinates and expedites requests for janitorial service, maintenance repairs or other services when needed
• Maintains well-stocked supplies at all times for the main office, including regular purchases made online and in person in a thoughtful manner to ensure competitive pricing; mitigates “stockpiling” by individual departments
• Prepares budgets and cost estimates for main office spending, as requested
• Manages main office-vendor relationships with service providers including contract negotiation as needed, in accordance with the approved Procurement Policy
• Maintains all main office and property level paper and digital files, in accordance with the approved Document Destruction & Retention Policy
• Posts employment and safety-related documents within the main office, as requested by Human Resources
• Receives mail and packages daily and routes/distributes to designated recipient(s) 
• Answers main phone line and provides assistance to visitors as needed; covers the front desk periodically
• Manages scheduling for the conference room(s), including ordering, picking up (occasionally) and setting up in-office lunches
• Provides notary services for the state of Virginia for in-house notary needs
• Maintains the Administrative/Operations Manual
• Performs job duties with limited supervision, while keeping leadership/management informed of progress 
• Performs job duties with an inclusive and collaborative work style that contributes positively to Wesley Housing’s diversity, equity, and inclusion goals
• Performs other duties as assigned 

Executive Assistance and Special Projects (10% of time spent) 

• Provides support to the President/CEO on matters related to the Board of Directors, including producing monthly Board packages, scheduling meetings, and routing documents for signature
• Collaborates with External Relations and Human Resources on logistical components of internal and external events including scheduling meetings, coordinating vendors, catering, decor, outreach to attendees, etc.

Requirements

Education

• High school diploma or equivalent

Experience, Knowledge, Skills, and Abilities

• At least 5 years of professional work history supporting the operational needs of an organization of 100 employees or more, preferably with multiple locations 
• Demonstrated ability to work in a busy office with changing priorities and short deadlines 
• Strong knowledge of and experience using technology (such as audio/visual equipment, laptops and desktops, smart phones, and video applications such as Zoom) 
• Able to work effectively both as part of a team and individually, including working closely with senior management staff and other stakeholders
• Able to work efficiently and effectively to meet deadlines 
• Highly organized and detail-oriented 
• Able to handle multiple tasks independently 
• Adept at following through on projects 
• General understanding of budget and accounting processes 
• Excellent interpersonal skills; excellent written skills a plus 
• Fluency in Spanish a plus
• Proficient in Microsoft Office (Word, Excel, Outlook, Adobe, Power Point, and Teams) - able to prepare and format documents and presentations; able to create, format and maintain spreadsheets, including calculating simple formulas, etc. 
• Virginia Notary (or ability to acquire within first 60 days of employment) 

Physical Job Requirements  

• Able to remain in a stationary (standing or seated) position more than half the time 
• May need to move about the office(s) less than half the time 
• Able to occasionally operate a motor vehicle
• May need to kneel, crawl, crouch down less than half the time
• Must be able to regularly maneuver (lift, move, carry, slide, etc.) up to 15 pounds and occasionally lift, carry, push or pull up to 40 pounds
• Able to operate equipment/machinery that requires the constant use of hands/fingers/wrists (ex.’s: typing, filing, etc.) more than half the time 
• Able to spend more than half the time viewing computer monitors

Travel Requirements 

• Must have regular access to a vehicle 
• This position travels locally up to 10% of the time; anticipated travel will be by car. 

Wesley Housing offers a generous benefits package to full-time employees that includes a competitive salary, health insurance, disability insurance, paid time off, flexible work schedule, opportunities for training, and a retirement plan with a company match.