Jobs: Operations Manager

Find Your State

Know the laws in your state that protect LGBT people and people living with HIV.

Our Sponsors

National Headquarters, New York

The Operations Manager oversees the production of goods and/or provision of services. The Operations Manager is responsible for making the Lambda Legal Headquarters office is running as well as it possibly can, with seamless service that meets the expectations and needs of customers and clients. The Operations Manager improves the operational systems, processes and policies in support of the organization’s mission and provide a high level customer service for all those who use and are connected to the Lambda Legal office space.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.

New Employee Orientation includes - preparing work space and paperwork for new interns and employees; providing basic office information and orientation to new interns and employees. Ordering business cards and other necessary items.

Office Meetings – includes - coordinating, planning and executing the logistics of staff meetings and staff retreats; producing written minutes of HDQ meetings; distributing minutes to Director of Administration; schedule meeting rooms, manage organizational wide calendar and develop improved system(s) for staff to communicate schedules.

Vendor Accounts & Invoices  includes - coordinating and overseeing all vendor accounts and relations with special attention to those that involve service (copier, office supplies, Region office rents, etc.); establishing new accounts as necessary; able to negotiate and collaborate with vendors at many different levels.; work closely with colleagues in purchasing, quality, manufacturing and logistics to understand and meet their requirements and expectations of vendor performance; maintaining service and billing files for all HDQ vendors;  reviewing for accuracy and processing all invoices and requests for payment via Concur; monitoring expenses (as best possible, based on available information) paid by HDQ and keeping track of expense totals for budgetary planning purposes.

Building Mgmt. Relations and Office Upkeep includes - Serve as staff contact for facility/building needs, interfacing with building maintenance vendors to resolve issues in a timely way. Develop system for staff to place facilities requests; Maintain office supply, equipment inventory and anticipate the need for new purchases in a cost effective and timely manner; address employees queries regarding office management issues (e.g. stationery, hardware and travel arrangements) within 48 hours; develop and implement security policies, protocols and procedures that will safeguard Lambda property and ensure the HDQ space stays workable and presentable.

Filing Systems includes - Managing the organization’s onsite and offsite record storage needs; creating and maintaining office procedures and systems, including document management, ensuring filing systems and data base are maintained and up to date, executing procedures for record retention, and ensuring protection and security of files and records.

Budget includes - Using the invoice management system Concur to track and enter all invoices, keeping track of office expenses (supplies, services, equipment, postage and shipping) play a key role in budgeting, controlling costs and keeping the Operations team on track financially. Preparing quarterly and yearly summaries of this information to be used during the budget process.                              

Communications includes – Creating, managing and increasing the effectiveness and efficiency of the Administration and Finance department (HR, IT and Finance), through improvements to each function as well as coordination and communication between departments; ensuring that communication between departments is ongoing and utilized to maintain an environment of continuous improvement; ensuring that communication is ongoing and effective between different departments and regions.

Equipment includes - planning, coordinating and directing the operations of all equipment for effective maintenance and repair programs, equipment safety programs and equipment use on company job sites, ensures that all equipment is completely inspected at least once a year and is calibrated based on the manufacturer’s recommendations; develops and maintains files on all equipment for historical data; responsible for planning, coordinating and directing the operations of all equipment for effective maintenance and repair programs,; manages operations for the equipment procurement, inventory management and maintenance function; tracks the records, licenses, inspections, warrantees, and service agreements for the organization's equipment and tools; tracks equipment quality throughout the product lifetime and makes recommendations for alternatives if needed.

Other duties as assigned.

QUALIFICATIONS BA required with at least 3-5 years’ work experience and strong organizational skills. Proficient in commonly software applications like Microsoft Office, Word, Excel, Concur (or similar Accounting software). Must be well-organized, takes initiative, and able to function under pressure and handle numerous tasks simultaneously. Ensuring that deadlines are met without compromising quality; Highly developed written, verbal and interpersonal communication skills; Ability to manage time and a varied workload through prioritization; ability to develop and maintain positive working relationships with other team members throughout Lambda Legal, willing and able to adapt to changes in the work environment, manage competing demands and able to deal with frequent change, delays or unexpected events

Application: The position is open until filled. Send resume, cover letter and salary requirements, by e-mail only to: Hiring Manager at 2017-OM-HDQ@lambdalegal.org with the subject line of “Operations Manager”. Salary requirements must be included with application.

Lambda Legal is committed to further building and maintaining a staff that reflects the full range of LGBT, HIV and allied communities, and is an equal opportunity employer. People of color, transgender and gender-nonconforming people, women, people with abilities in multiple languages, immigrants, and people living with disabilities, including HIV, are encouraged to apply.