Operations Manager

Position Summary

The Operations Manager plays a critical role in ensuring the smooth and efficient day-to-day operations of the organization. This position oversees administrative systems, facility, and financial processes to support the non-profit's mission and programs. The Operations Manager ensures operational excellence, compliance with policies, and effective resource management across departments.

Essential Duties And Responsibilities

The essential functions include, but are not limited to the following:

• Oversee daily administrative operations, including office management, vendor relationships and service providers, ensuring compliance with contract terms and annual budget.
• Maintain accurate organizational records, licenses, and compliance documentation.
• Coordinate logistics for meetings, meeting minutes, events, and board activities as needed.
• Oversee office efficiency and appearance by maintaining common areas, equipment maintenance, and supply procurement.
• Manage the relationship with the landlord, working closely with the property manager.
• Manage annual organization accreditations including UWW Membership Renewal, UWW Database 2, Nonprofit First, BBB Wise, and other Federal, State, and local as required.
• Supervision of the front desk Administrative Assistant.
• Coordinate annual commercial insurance renewals in a timely manner.
• Develop and implement operational procedures to improve workflow and reduce costs.
• Work closely with the Senior Vice President of Finance to monitor budgets and financial reports.
• Handle confidential information with discretion and professionalism.
• Oversight of incoming and outgoing mail processes, weekly bank deposits and reporting, and managing petty cash.
• Assist, as assigned by management, with the organization's disaster response efforts.
• Perform other duties as opportunities are presented and/or assigned.
  
  

Minimum Qualifications (Knowledge, Skills, And Abilities)

• Associate degree preferred.
• 3-5 years of experience in operations, administration, or related roles (non-profit experience preferred).
• Strong organizational, analytical, and problem-solving skills.
• Excellent interpersonal and communication abilities.
• Proficiency with Microsoft Office Suite and familiarity with accounting or CRM software.
• Demonstrated ability to manage multiple projects and deadlines effectively.
  
  

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle, or feel objects, tools or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.

United Way of Palm Beach County is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.