Manager, Office Operations

Global Ties U.S.
  • Location
    Washington, D.C.
  • Sector
    Non Profit
  • Experience
    Early Career / Mid Career
  • Apply by
    May-18-2018
  • Posted
    May 07

Position description

The Manager, Office Operations is primarily responsible for managing Global Ties U.S.’s daily office functions. This includes financial systems, human resource systems and compliance, as well as information technology support. Specific HR responsibilities include onboarding new staff, benefits administration, initiating staff timecard compliance, as well as interfacing with our finance vendor regarding payroll or leave balance issues. Financial system responsibilities include facilitating accounts payable, accounts receivable, bank deposits, petty cash, and reimbursement requests. The Manager helps maintain our contact databases, donor lists, and vendor and consultant files. In addition, the Manager is responsible for assisting Global Ties U.S. Board Members with travel arrangements, reimbursements, and other items as necessary. The Manager also provides ongoing meeting support and planning for all types of organizational gatherings.  

Reports to: Chief Operating Officer

FLSA Status: Exempt    

To ApplyEssential Functions and Duties  

Financial Accounting and Meeting Support

  • Maintain internal financial controls around receipts and accounts payable
  • Work with external vendor on accounts payable and accounts receivable
  • Process bank deposits
  • Manage petty cash
  • Work extensively and directly with external vendor on annual audit preparation

Human Resources & General Office Support

  • Administer staff benefits program
  • Ensure bi-weekly timecards are completed for Management’s review
  • Manage daily office flows and maintain equipment 
  • Work with senior staff to establish administrative processes related to handling revenue
  • Maintain supply orders and general office inventory
  • Manage all office supply ordering as needed
  • Work with Communications Team in the development/production of Board meeting materials
  • Develop procedures for inventory control prior to, during and after Global Ties U.S. annual and regional meetings
  • Provide general meeting support and coordination of space management as needed
  • Ensure consistent and quality telephone and on-site reception duties/coverage
  • Respond to general mail inquires; receive packages; sorts and distributes incoming mail
  • Maintain ongoing relationships with building management and landlord

Internal Databases & Mailings

  • Maintain databases on Global Ties U.S. donors, supporters, sponsors, and advertisers
  • Manage Global Ties U.S. databases related to annual appeal, capital, and other fundraising campaigns
  • Ensure contact databases are consistent, functional, and effective
  • Provides significant support in large scale office mailings and with postage 

Vendor & Contractor Relations

  • Maintain files on Global Ties U.S. vendors and contractors
  • Manage vendor and contractor payments
  • Assists in relationship management with IT vendors and others as necessary

Special Responsibilities Required

  • Attendance at various off-site conferences, trainings and Board Meetings

 

Qualifications

Minimum Qualifications

  • At least 3-5 years of office management experience
  • BA required
  • Experience with MS Office, MS Excel, Quick Books, PayChex and database software
  • Knowledge of the fundamentals of accounting
  • Ability to manage large data sets
  • Familiarity with federal grant guidelines 
  • Experience with payroll, benefits, and human resources

Desired Skills and Abilities

  • Attention to detail and precision
  • Ability to set priorities when multiple demands are present
  • Strong grasp of grant regulations and compliance
  • Client service orientation and diplomatic skills
  • Establish and maintain effective working relationship with offer staff, Global Ties U.S. members and stakeholders
  • Strong project management and organizational skills
  • Great “can do” attitude” with a desire to innovate and implement

Application instructions

Please submit a cover letter, resume, the names and contact details of at least two professional references, and current salary or salary requirements by close of business on the application deadline. Your application will be considered incomplete unless all four (4) of these items are submitted. Materials should be sent to Daniel Valle at [email protected].  

We thank all individuals for their interest in Global Ties U.S., however due to high volume of interest, we are only able to contact those selected for interviews. No phone calls, please.  

Application Deadline: Friday, May 18, 2018

A PDF of this position is available here.     

Please be sure to indicate that you saw this position on Globaljobs.org

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