Operations & Administrative Manager

The Operations & Administrative Manager keeps Boston Human Exploitation Advocacy Tem (HEAT) running day to day. You will own administration, finance and billing tasks, facilities, grant compliance and HR paperwork, and coordinate with our co-directors, fiscal sponsor and volunteer teams. This is a hands-on role: you execute and coordinate, so our clinical and peer staff can focus on the women we serve.

Administrative support

• Manage scheduling, correspondence, files and records
• Handle meeting logistics for staff, the accountability group and the advisory group
• Serve as the main contact for our landlord, vendors and insurers
• Maintain our systems and tools, and keep them organized and current

Financial administration and billing

• Submit and code expenses and payments through our fiscal sponsor
• Prepare hourly billing for government grants, including Boston Public Health Commission contracts
• Collect and process timesheets
• Prepare monthly budget-vs-actual data and a first-pass analysis for leadership review

Gift processing

• Record and process donations with NOPI, using GiveButter fundraising platform.
• Coordinate timely thank-you notes with volunteers

Grant reporting and compliance

• Keep a tracker of grant commitments, reporting deadlines and billing schedules
• Make sure reports and invoices go out on time
• Support the preparation of the annual impact report

Facilities and supplies

• Manage keys, repairs, insurance certificates and building issues
• Purchase and stock supplies for outreach nights and our drop-in space

Required

• 3 years in office administration, operations or nonprofit administration
• Comfort with bookkeeping basics: expense coding, invoicing, timesheets and budget-vs-actual reports
• Comfort with Google Workspace (Gmail, Google Sheets, Google Docs and Drive)
• Strong organization; you track many deadlines and follow through without reminders
• Clear, warm written and verbal communication
• Willingness to learn
• A nonjudgmental approach and comfort in a setting that serves women in crisis
• Discretion with confidential client, staff and donor information

Nice to have

• Experience with government grant billing or grant compliance
• Experience working with a fiscal sponsor
• Familiarity with donor databases or CRMs
• Experience in harm reduction, homelessness services, or work with survivors of exploitation

We encourage applications from people with lived experience and from candidates who don't meet every qualification.

About Boston HEAT: Boston HEAT is the city’s leading organization serving women affected by commercial sexual exploitation. Founded by a clinical psychologist and a peer advocate with lived experience, HEAT brings Street Psychology-based outreach and support to women experiencing exploitation, addiction and homelessness in and around Mass & Cass.

Our clinicians and peer advocates meet women where they are: on the street, in court, in jail, at the hospital, and in our evening drop-in space, where women can rest, shower, eat and receive low barrier services including therapy and referrals to other services. HEAT’s work is trusted by partners across public health, law enforcement, academic research and the courts, and is supported by funders including the Cummings Foundation and the Boston Public Health Commission.

We are growing. We recently added a third outreach night and are building toward five. That growth needs strong operations behind the work on the street, and that’s where you come in. This is a rare chance to build the infrastructure of a small, high-impact organization in a field where few people get to work this closely to the mission.

Pay: $28.00 - $32.00 per hour

Expected hours: 20.0 per week

Benefits:

• Flexible schedule

Experience:

• Administrative: 3 years (Preferred)

Work Location: Hybrid remote in Boston, MA 02118

Salary : $28 - $32