Operations Manager

Operations Manager (Reports to Executive Director)

• Building Management
  • Supervise building, maintenance, and security staff including scheduling and approving payroll
  • Point person for all building contractors
  • Available for building related emergency calls (with a line of successive backups in the event that on vacation)
  • Ensure that all inspections and city requirements are met in a timely manner
  • Schedule building staff to ensure that there is coverage for all events and deliveries
  • Communicate with Executive Director in a timely manner about all building issues and proactive needs
  • Liaise with service providers to keep all services running smoothly and procuring new services as needed
  • Under guidance of Executive Director, communicate with the local police department around security issues and calendar
  • Liaise with long term tenants to ensure their needs are being met and that mutual logistics are being managed to everyone’s satisfaction.
• Rental Events Management
  • Point person for all outside rentals
  • Point person for all members rentals
  • Ensures billing in a timely manner for all rentals
  • Work with communication coordinator to create marketing plan to promote one off rentals
• Shabbat Management
  • Ensures that all logistics are in place for Shabbat including room setup and ordering (coordinated with Education Director, Program Coordinator and Congregant Liaison)
  • In attendance on Shabbat with Makom and Lifecycle events as well larger congregational events, 40 weeks per year.
  • Manage logistics for special Shabbats (such as volunteer recognition and Bruchim HaBaim)
  • Ensure proper number of security guards are in place
  • Ensures that there are AV techs as needed for Shabbat
• Lifecycle Events and Shivas
  • Meet with families to go over logistics
  • Work with families throughout the process
  • Refer to preferred party planner for rentals after kiddush
  • B’nei Mtizvah Ushering Assignments
  • Shiva logistics (shiva book deliveries, platters)
• Holidays (Rosh HaShanah, Yom Kippur, Sukkot, Simchat Torah, Purim, Passover)
  • Serve as project manager for all holidays at SAJ
    • Update Asana (task management software) to reflect real time needs and deadlines
    • Coordinate logistics and ordering needs for holidays
    • Coordinate communication between staff members to keep to schedule
    • Be present for all holidays unless specifically excused
    • Communicate with Executive Director in real time on any emergent issues regarding holidays
  • Ensure building is staffed and that there is a timeline for administrative deadlines ahead of holidays
  • Update and monitor Asana (task management software) for each holiday ensuring that no steps are missed
  • Update Asana after holiday with any changes that need to be made for following year (with the exception of Rosh HaShanah and Yom Kippur, when this is done by the Executive Director)
• Administrative Responsibilities
  • Benefits
    • Liaise with benefit companies to meet the needs of HR under direction of the ED
    • Work with bookkeeper to ensure that all changes are made and deductions occur as needed
  • Banking
    • Make deposits to Chase
    • Liaise with off site bookkeeper about account changes
• Other responsibilities as assigned by the Executive Director