Office/Operations Manager POST NUMBER: 449405
Job Title: Office/Operations Manager
Non Profit
Location: Chelsea area (NYC)
Hybrid 3-4 days a week onsite
Contract to Hire
Payrate: $30/hr-$35/hr
****Must have Salesforce experience
Position Summary:
We are seeking a detail-oriented, proactive, and mission-driven Office/Operations Manager to support the daily administrative and operational needs of our growing nonprofit organization. This key role ensures smooth internal operations across HR, finance, and administrative functions, and plays a crucial part in fostering a supportive and service-minded workplace culture.
Key Responsibilities:
Grantee & Customer Support:
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Serve as a primary point of contact for grantees regarding reimbursement processes.
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Provide prompt, courteous, and solutions-oriented customer service to internal and external stakeholders.
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Champion a support-focused mindset aligned with the organization’s mission.
Human Resources & Administration:
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Track and manage PTO requests and approvals via Justworks.
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Maintain accurate employee records, assist with onboarding, and support recruitment processes (e.g., job description updates, interview coordination).
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Support internal performance management processes and ensure HR documentation is current and confidential.
Finance & Expense Management:
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Review and reconcile expense reports, verify receipts, and ensure accurate and timely reimbursement processing.
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Compile and distribute monthly financial reports to department leads; assist in interpreting and locating key financial data.
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Support financial tracking, audits, and internal documentation in coordination with the finance team.
Systems & Technology:
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Facilitate the implementation and adoption of new operational tools and software (e.g., Expensify for travel, Asana for task management, Slack for communication).
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Act as an internal resource for team adoption of digital tools, ensuring efficient usage across departments.
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Assist with submission processes through platforms such as Justworks and others as needed.
Qualifications:
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3 years of experience in office, operations, or administrative management, preferably in a nonprofit or mission-driven setting.
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Strong understanding of HR basics, expense management, and internal reporting processes.
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Highly organized with excellent attention to detail and follow-through.
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Technologically savvy and quick to learn new systems and tools.
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Effective communicator with a strong service orientation and team-first mindset.
Preferred Tools/Software Experience:
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Justworks
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Expensify
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Slack
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Asana or other project management tools
Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.