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7 Oct 2021

Full-Time Office Operations Manager

foundry10 – Posted by linh@foundry10.org Seattle, Washington, United States

Job Description

Office Operations Manager

Foundry10 is a philanthropic education research organization located in the University District neighborhood in Seattle. We work in collaboration with educators, program developers and external partners to conduct research that expands how practitioners, communities, and other researchers think about learning. Foundry10 offers competitive salaries, benefits, and vacation time.

This position is located in Seattle, WA and candidates must reside in Washington for both remote and in-office work. When it is safe to do so, we will require employees to work in the office and be fully vaccinated, unless a medical or religious accommodation is requested.

The Office Operations Manager wears several hats and is responsible for managing the day-to-day and ongoing operations of the organization to include facilities, visitor management, safety, and technology coordination of the organization. This position includes administrative responsibilities that support office operations.

Qualifications

Experience and Education Background Required

  • 5+ years of professional office experience including 3+ years experience with facility/office management.
  • MUST have 1 year of relevant experience working with information technology (laptop setup, email management, etc) at least indirectly in order to demonstrate ability to coordinate these activities and understand whether vendors are meeting needs.
  • Experience managing to and reporting on a team budget including the responsibility for making complex purchasing decisions (over $5000).
  • High school diploma.

Skills and Knowledge Needed

  • Excellent organizational abilities of both items (physical office organization) as well as organizing self and others to accomplish small projects.
  • Outstanding verbal and written communication skills with an ability to draft clear internal communication emails, announcements and policy and tool training materials.
  • Proficiency in office software applications, preferably Google Suite, including Google Sheets.
  • Good negotiation skills for purchasing and working with vendors.
  • Enough knowledge of an IT function within a small office environment to be able to manage vendors who are fulfilling those needs for the organization.
  • Strong aptitude with numbers and a comfort working with budgets.
  • Skilled at working with staff to understand operations needs/requirements and then finding and evaluating options to meet those requirements within a budget.
  • Strong attention to detail and an ability to interact with our legal team to draft internal policy language as needed.
  • Ability to work in-person up to 5 days a week during standard office hours at our office location near the University of Washington. COVID-19 may change these requirements so the employee will also need to be able to work from home (computer provided) up to full time as well.
  • Ability to lift 25 lbs.
  • Ideal candidates will have experience with office management in a mid-sized, single office company (25-60 employees).

Responsibilities

Essential Functions

Facilities – Ensure our building and organization-wide equipment is meeting the needs of the organization, within budget, well-maintained, and meeting our risk management requirements.

  • Manage relationship with landlord for repairs, maintenance, lease invoice, and issues.
  • Maintain furniture and fixtures in good working order and respond to requests for changes based on business needs. Estimate budget maintenance.
  • Keep office supplies and kitchen stocked, organized, and managed within budget.
  • Maintain a space plan and facilitate furniture moves as needed.
  • Manage security processes and systems.
  • Manage mail and package processing (in and out)
  • Parking management and Key/Badge management
  • Support onboarding and offboarding of new employees for facility needs.
  • Support for invoice management and general purchasing for teams
  • Actively assessing changes in office workflow/function that might need adjustments to assist with employee productivity and efficiency

Technology Coordination – Under the direction of the Systems Director, coordinate internal employees and vendors in setting up and maintaining our organization hardware and software needs per business needs and risk requirements.

  • With the support of the Ops Committee, assess needs for general employee laptops, printers, monitors and peripherals, and supporting productivity software and IT security. Balance the competing interests of employee preference, insurance/risk demands, and budget.
  • Maintain inventory of general IT equipment (non-program specific) and proactively keep equipment in good working order. Estimate budget for maintenance, repair, and replacement.
  • Manage relationship with IT service provider for both recurring services as well as seeking support for ad hoc issues that are beyond the scope of knowledge or time for the Operations Committee.
  • Provide timely assistance to ad hoc employee and intern questions, problems, and requests regarding IT equipment and software.
  • Support the onboarding and offboarding process for employees and interns in regards to IT needs.

Risk & Safety – Under the direction of the Systems Director, coordinate risk management tactical activities including:

  • Coordinate safety meetings
  • Coordinate insurance renewal schedule
  • Coordinate & track employee risk management training annually and for new employees
  • Maintain emergency procedures & supplies and conduct emergency drills per required schedule.

Foundry10 offers competitive salary and benefits that include:

  • A 4-day (32 hour) workweek until at least the end of 2021
  • A flexible and hybrid work schedule
  • Full Medical, Dental, and Vision coverage for employees and 50% coverage for dependents
  • $1500 yearly education stipend
  • Flexible vacation time
  • 401(k) retirement plan with employer match
  • Flexible Spending Account and Dependent Care Reimbursement Account
  • Employee Assistance Program at no cost to the employee
  • Short Term Disability, Long Term Disability, Life Insurance paid fully by foundry10

The salary for this position is $68,000 to $75,000 per year DOE.

To be considered for this position, submit your resume and a cover letter explaining why this position in our company resonates with you to jobs@foundry10.org.

Foundry10 is committed to creating a diverse environment where everyone can bring their full selves to work. Employment decisions are based on merit and business needs. The organization strives to provide a work environment free from discrimination and harassment because of a protected characteristic. Foundry10 does not discriminate against employees or applicants based on race, color, creed, citizenship, status, national origin, ancestry, gender, genetic information, sexual orientation, gender expression or identity, age, religion, pregnancy or pregnancy-related condition, physical or mental disability, marital status, parental status, veteran status, political affiliation, or any other characteristic protected by law.

We are committed to providing reasonable accommodations to assist individuals with disabilities with the application and interviewing process as well as essential job functions. If you have questions about the accessibility of our office environment, please reach out to info@foundry10.org.

How to Apply

To be considered for this position, submit your resume and a cover letter explaining why this position in our company resonates with you to jobs@foundry10.org.

Job Types: Full-Time. Salaries: 60,000 - 80,000.

Job expires in 35 days.

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