Greenpeace/San Francisco, CA
POSITION TITLE: OPERATIONS MANAGER (SAN FRANCISCO)
DEPARTMENT: ADMINISTRATION
LOCATION: SAN FRANCISCO, CA
SUPERVISOR: DEPUTY COO
Deadline to apply: 2/12/2010
SUMMARY DESCRIPTION:
The Operations Manager is responsible for daily management of Greenpeace’s office in San Francisco, including the reception area, mail/production room, office equipment, supplies, and facilities. This position also assists with finance and HR issues of the office in close coordination with the finance and HR departments, under the supervision of the Deputy Chief Operating Officer.
RESPONSIBILITIES:
1. Serve as liaison with the Finance Department and manage the finances of the San Francisco office.
A. Oversee and approve operational expenses for the San Francisco office.
B. Manage the Greenpeace bank accounts in California, including preparation of cashflow forecasts. Submit funding requests and regular accounting reports related to such to the Finance Department.
C. In conjunction with the payroll manager in Washington, D.C., facilitate timely issuance of termination checks.
D. Assist with weekly submissions of expense reports, invoices and credit card statements of San Francisco staff to the Finance Department.
2. Serve as liaison with the HR Department on human resources issues of the San Francisco office and equipment center.
A. Flag unique issues of California and San Francisco laws that must be followed.
B. Coordinate with HR on California workers’ compensation claims and premium payments.
C. Assist in appropriate counseling of San Francisco staff as requested to promote a healthy and productive work environment.
D. Ensure posting of compliance posters.
E. Assist with orientation and paperwork for new employees, to include training on administrative policies and procedures.
F. Assist with outgoing employees, including completion of necessary forms.
G. Support with benefits issues (commuter benefits, medical, dental, vision, etc.) for San Francisco staff.
3. Supervise the office manager of the San Francisco office to ensure:
A. Smooth operation of the reception area, including security and greeting visitors, as well as the lobby area in general.
B. Satisfactory mailing/production capabilities, including all incoming and outgoing mail and packages; large copying and mailing projects; and weekly international and domestic intra-office mailings.
C. Neat office appearance, particularly common areas. Ensure that individual work stations maintain an acceptable level of tidiness. Oversee regular and special cleaning services to ensure the longevity of the materials and an attractive appearance. Coordinate/oversee janitorial services.
D. Proper management of office services, including recycling, HVAC, utilities, light bulb replacement, general repairs, etc.
E. Proper maintenance of office equipment, including photocopiers, fax machines, and phones, as well as appropriate staff training regarding equipment usage and care.
F. Coordination of all internal and external meetings, including facilities rentals, equipment, meals, and room preparation.
G. Coordination of off-site storage, including regular deliveries, and tracking, to and retrieval from storage facilities.
H. Proper management of office supplies, including inventory, purchasing and ensuring that basic supplies are available on-site.
I. Effective cost and quality management of vendors of the services that pertain to this job description. Review of invoices for appropriateness of charges, codes and authorization, and resolution of problems related to such.
J. Safekeeping and accounting for San Francisco petty cash account.
4. Work with the office manager and IT support to provide and maintain adequate telecommunications for the San Francisco office.
5. Provide advice and feedback to appropriate administrative managers in the organization regarding administrative policies and procedures of the San Francisco. Assist in the design, implementation and enforcement of these policies and procedures.
6. Manage relationship with landlords for San Francisco office and equipment center and assist in finding new office and warehouse space if relocation necessary.
7. Coordinate with appropriate actions and facilities representatives on insurance, vehicle registration and drivers list.
8. Manage office security and access.
9. Other duties as assigned by the Deputy Chief Operating Officer.
QUALIFICATIONS:
Education:
· College degree or equivalent.
Skills:
· Ability to work with people on all levels of the organization.
· Proven leadership skills (effective, inspiring and morale-boosting manager).
· Proven ability to manage multiple tasks.
· Proven ability to manage vendors.
· Strong communication skills.
· Solid administrative skills.
· Working knowledge of office equipment (e.g., copiers and printers) and the ability to manage basic maintenance of this equipment.
· Advanced computer skills preferred.
· Ability to take initiative and work with minimal supervision.
· Familiarity with HR and employment law issues.
EXPERIENCE/ACCOMPLISHMENTS:
· 5 years experience as an administrative manager with a nonprofit organization preferred.
OTHER
· Commitment to environmental activism, including peaceful direct action.
Deadline to apply: 2/12/2010
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