Operations Senior Manager

JOB TITLE: Operations Senior Manager DEPARTMENT: Operations REPORTS TO: Deputy Director SUPERVISES: Office Support Volunteers (OSVs) JOB STATUS: Full-time Exempt LOCATION: Hybrid (Remote and Cambridge Office) SCHEDULE: 32hrs per week SALARY RANGE: $65,000-$75,000 POSITION OVERVIEW: The Office Operations Manager will oversee the day to day operations of all BARCC’s offices. They will be responsible for smooth management of facilities, technology, and office processes and procedures. The Office Operations Manager will recruit, train, and support a team of Office Support Volunteers who will be responsible for greeting clients and guests to the BARCC office and answering the BARCC main line. They will ensure that all staff, interns, volunteers, consultants, and guests in the BARCC offices are treated in a professional manner in alignment with BARCC’s mission and values. KEY RESPONSIBILITIES : Facilities Provide proactive oversight of BARCC offices, including regular onsite evaluation of office needs. Serve as the main contact for all building/facility maintenance and improvements. Create a positive working relationship with building owners, property management companies, and vendors. Implement furniture, technology, and facility upgrades as required within BARCC’s purchasing policies and budgetary considerations. Maintain secure access to BARCC facilities. Coordinate with building maintenance to ensure that BARCC offices are kept clean and in good working order. Coordinate office space improvements and expansion projects. Ensure office space and technology is in compliance with Americans with Disabilities Act (ADA) and BARCC’s disability access improvement plan. Technology Facilitate the onboarding of new employees to BARCC’s systems, offices, and equipment. Respond to basic issues with phones, computers, printers, and other technology and coordinate with contracted IT providers for additional support as needed. Communicate with staff, interns, and others as needed about any technical issues in a timely manner. Oversee the continued operation of office equipment (copiers, printers, phones, etc.), troubleshoot issues, and serve as liaison to vendors and service providers as needed. Manage access to phone extensions, e-mail addresses, and other technology systems. Maintain a tracking system for all BARCC equipment. General Office Support Ensure that there is a staff member or volunteer available to greet clients and guests at BARCC’s main office and answer the main office line Monday through Friday 9am - 5pm. Recruit, train, and support a team of volunteers who staff the reception desk at BARCC’s main office. Provide backup coverage when volunteers are unavailable. Ensure all walk-in clients receive an appropriate response and support. Support the efficient use of all BARCC meeting rooms by maintaining the room reservation calendars. As needed, reserve external meeting space for BARCC trainings, meetings and other events. Manage BARCC’s incoming and outgoing mail according to all policies and procedures. Order office supplies as needed to meet the needs of the staff. Maintain an inventory tracking system for materials such as program brochures and business cards. Coordinate purchasing for staff professional development and organizational needs, including conference registration, travel, and special program grants. Resolve office operations issues and requests in a timely and transparent manner and manage an organizational operations request and tracking system. Additional Responsibilities Attend and participate in departmental, organization-wide, and other team meetings. Act in the best interest of the organization, reflecting the values of teamwork, collaboration, inclusion, and mutual respect. Perform other duties as needed or directed. REQUIRED QUALIFICATIONS: Committed to BARCC’s mission and philosophy. Minimum of three years experience in office or facility management, operations, or other related field. Strong organizational and problem solving skills and acute attention to detail. Familiarity with basic office equipment and technology. Demonstrated ability to communicate effectively and empathetically, in person, over the phone, and in written communications. Demonstrated ability to work independently, manage time effectively, and follow through on tasks. PREFERRED QUALIFICATIONS: Strong working knowledge of Google Workspace. Experience working in environments where clients or guests may be in crisis or under stress Bilingual English/Spanish strongly preferred. PHYSICAL DEMANDS / WORK ENVIRONMENT Must be able to engage in prolonged periods of sitting/standing while working on a computer/phone as well as be able to regularly physically navigate the BARCC office space to assess needs and address issues. All BARCC staff are required to undergo a criminal records check as per regulations from the Department of Public Health. Prior instances of interpersonal violence may disqualify an applicant from employment with BARCC. Hybrid work; minimum two days per week on-site in the Cambridge office with additional on-site time required for backup coverage, organizational meetings, and events.